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Name: Blog-Subscription_1701010856220 — POST https://s566810826.t.eloqua.com/e/f2?elqSiteID=566810826

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</form>

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BOOST PRODUCTIVITY WITH WORKFLOW AUTOMATION

Organizations run on agreements, and they’re truly everywhere.

Whether hiring staff, selling products or signing a corporate policy, agreements
formalize all kinds of business transactions. And because they form the
foundations of business processes and customer, employee and partner
relationships, they can significantly impact the bottom line.

However, many agreement workflows are highly complex and manual. Think about the
steps it takes to complete a critical sales agreement. You first must prepare
and draft a contract review, negotiate the terms and then obtain multiple
internal and external approvals—all before signing the agreement. Any delays add
frustration and possibly jeopardize the deal.

It’s a widespread problem. According to Forrester Consulting, 9 out of 10
organizations struggle with manual agreement processes. They found that 48% of
respondents had delays due to errors and missing info, 42% identified poor
customer experience and 39% saw delays in routing and obtaining signatures in
the correct order.

As these statistics show, if organizations neglect to automate their manual
agreement processes, they're sacrificing cost, efficiency and quality. It’s true
that many organizations have started modernizing their agreement processes by
adopting e-signature. That’s a great first step, but the agreement process
extends beyond just signing. It can be broken down into three main stages:
prepare, sign and act.

Organizations should look at the entire agreement cycle from end to end instead
of as a disconnected process. Digitizing, streamlining and integrating the
entire workflow can help boost productivity, cut unnecessary costs and mitigate
risks.


DIGITIZING YOUR AGREEMENT WORKFLOW IN THREE ACTS

To illustrate the power of digitizing the entire agreement workflow, let’s use
an example from within the HR organization and follow it through all three key
stages.


1. PREPARE

Starting with the agreement preparation stage, HR teams can save time and create
better signer and employee experiences with the help of powerful DocuSign
applications and features like Document Generation, Bulk Send and Shared Access.

Among the most common documents used by HR teams are offer letters. While much
of the content in these agreements is standardized, recruiters need to insert
customized details such as the candidate’s name, job title and start date before
it can be sent for signature. Sometimes, they must also insert customized
clauses, such as bonus terms, that differ based on job titles.

Manually inserting these details in each document is time-consuming, especially
during high-volume periods. And using pre-fill fields to insert this information
can lead to unexpected formatting issues, resulting in a less-than-professional
image and costly delays.

With Document Generation, recruiters can generate personalized, professional
agreements directly within DocuSign eSignature. The sender can provide the
required information for each agreement within the sending workflow, which is
then dynamically inserted into the original document. Users may also set up
conditional rules within the template to hide or display content based on the
data inserted.

In those cases where an HR team needs to send out hundreds of agreements
simultaneously, the Bulk Send feature allows you to dynamically insert
personalized information into each agreement and send them out in a
well-formatted and professional way.

Using the Bulk Send feature with Document Generation helps HR teams decrease the
time it takes to create and send documents to multiple recipients, reducing
administrative inefficiencies and errors and improving the user experience for
both recipients and senders.

Lastly, the Shared Access feature allows HR reps to easily provide another user
with permission to send and/or manage envelopes on their behalf, helping to
remove bottlenecks in the agreement process. And now, the latest enhancement to
Shared Access allows users to send on behalf of others using built-in templates,
including those compatible with Document Generation.


2. SIGN

While some eSignature workflows are very straightforward, others are more
complex, involving multiple signers, routing steps and approvals.

Through Conditional Routing, HR teams can streamline these complex routing
scenarios by setting up conditional business rules in a no-code environment.
This allows an envelope to be dynamically routed to different users based on the
field data inserted.

For example, a recruiter can set up a rule that automatically sends offers
containing bonus terms over 30% to the hiring manager and any bonus term over
50% to the VP for approval.

With Conditional Routing, HR teams can save time while accelerating agreement
turnaround.

And to ensure compliance, Conditional Routing logs all routing approval and
signature activities, creating an audit trail.


3. ACT

The agreement lifecycle doesn’t end at eSignature.

Once the agreement is signed, HR teams often must perform follow-up tasks like
storing the document, uploading it into the system of record and initiating
downstream actions like sending out onboarding documents. Typically, such
actions are performed manually and may be time-consuming, error-prone or reliant
on specialists with technical expertise.

To make managing these post-signature actions easier, HR teams can leverage
Agreement Actions, a no-code automation tool that helps save time by automating
post-signature tasks with clicks, not code.  

Agreement Actions automates a series of post-signature actions, including:

 * Archiving agreements to a preferred cloud storage provider like SharePoint,
   Box or Google Drive  
 * Sending the next envelope once an agreement is completed
 * Exporting data from the agreements into a spreadsheet for easy analysis
 * Triggering a workflow within DocuSign CLM (contract lifecycle management)

For example, a recruiting team can set up Agreement Actions so that once an
offer letter is completed, it will be archived in the appropriate Google Drive
folder, and the next envelope containing the onboarding package will be
automatically sent out to the candidate.


TYING IT ALL TOGETHER

For those organizations looking to take the next step in their digital
transformation journey, the eSignature REST API is just the ticket. This
powerful integration tool has taken the most common user actions within
eSignature and made them available for users to access independently.

By tapping into the API, eSignature users can take these components and build
unique processes that can scale to meet future needs. Whether automating the
collection of new employee onboarding documentation directly from a mobile app
or taking data from business-critical third-party applications and triggering
internal eSignature workflows, DocuSign APIs allow organizations to accelerate
their digital transformation journey.

Organizations truly run on agreements, but many still rely on manual
customization, multiple signers or parallel downstream tasks. 

Ready to get started? Learn how workflow automation with eSignature can
eliminate redundant work for your most complex documents.

Author
DocuSign Contributor

Published
August 22, 2023
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