DocuSign Integration

You can integrate your DocuSign account with Asset Panda Pro to send documents for signature directly from your asset records. When an asset is assigned, Asset Panda Pro fills a DocuSign template with the asset's details and emails it to the assignee to sign. This integration supports uni-directional data flow from Asset Panda Pro to DocuSign.

• DocuSign is a third-party application. Asset Panda does not control updates made by DocuSign. For information on DocuSign, see DocuSign Support and the DocuSign Developer Center.

• This integration covers sending documents for signature. Retrieving the signed copy back into the asset record is not included.

You must perform the following steps to integrate DocuSign with Asset Panda Pro:

• Enable DocuSign: Connect your DocuSign account.

• Configure the mapping: Choose a DocuSign template, bind it to a collection, and map the asset fields that fill the form.

• Set up the automation: Create an automation that sends the form for signature when an asset is assigned.

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Prerequisites

• Active Asset Panda Pro subscription with Organization, Account, or Module administrator access

• Collections and fields to be pre-filled must exist in Asset Panda Pro.

• Active DocuSign account with sufficient privileges, at least one signing template, and DocuSign permissions to create and send envelopes

  • Templates: Required to read and select the template used for the mapping

  • Send envelopes: Required to send documents for signature

  • Account authentication: Required to connect the DocuSign account to Asset Panda Pro

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Set up the DocuSign integration with Asset Panda Pro

1. Log into Asset Panda Pro with an administrator account.

2. Navigate to to Settings > Account Management.

3. Expand the appropriate account and module.

4. Click Manage in the Integrations card.

5. In the DocuSign tile, click Add, and then click Edit.

6. Authenticate your DocuSign connection, when prompted, and grant the requested permissions.

7. Click Continue with mapping.

8. Specify the following information for the mapping:

   1. For Mapping Name, enter a descriptive name for the mapping.

   2. For Sync Direction, confirm Asset Panda Pro to DocuSign.

   3. Select the External Entity (DocuSign template) to send.

   4. Choose the Collection in Asset Panda Pro to which the template applies.

   5. For Signer email, select the asset field that provides the recipient's email address (for example, Assigned to > Email).

9. Map the Asset Panda Pro fields to the DocuSign template fields.

A signature status field is created automatically for each mapping. It shows the send status only:

• Blank (not sent)

• Out for signature

• Send failed

• Needs valid email

It does not show whether the document was signed.

DocuSign Field Mapping Reference

Mapping defines the Asset Panda Pro value used to fill each field on the DocuSign template. Mapping is optional for each field; map only the fields you want pre-filled.

• Any template field that you leave unmapped is completed by the signer in DocuSign.

• Signature, signer name, and date-signed fields are handled by DocuSign automatically and are not shown for mapping.

The field list is read from the selected DocuSign template, so the fields available for mapping depend on that template.

DocuSign Field	Description	Mapping Guidance
Asset ID	Asset's identifier	Map to the Asset ID or Tag number field
Model	Device model name	Map to categorize the equipment being handed over
Serial number	Manufacturer serial number	Map for a precise record of the exact device
Assignment date	Date the form is sent, or a date from the asset	Map to Date sent (auto), or to an asset date field
Employee name	Name of the signer	Handled automatically by DocuSign from the recipient
Condition notes	Free-text notes about the asset condition	Map to an asset field, or leave unmapped for the signer to complete
Signature	Signer's signature	Handled automatically by DocuSign; not mapped

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Send documents for signature

After the mapping is saved, create an automation to send the form when an asset is assigned. The automation uses your existing WHEN and THEN model.

1. Create an automation for the same collection. See Create an automation.

2. Set the Trigger:

   • When a record is created covers assets that are created with an assignee already set.

   • When a record is updated covers assets assigned after creation.

3. Set the By sources:

   • For the created trigger, include Manual, Import, API, Form, and Automation.

   • For the updated trigger, include Manual, Import, API, and Form. Exclude Automation.

4. Add conditions so the form sends only when appropriate:

   • Assigned to is not empty.

   • Signature status is Blank, Send failed, or Needs valid email.

5. For the action Type, select Send for DocuSign signature, then select the mapping to send.

The Send for DocuSign signature action type is available only when DocuSign is configured with at least one mapping, and when the trigger is a record create (any By source) or a record update with Automation excluded.

When the automation runs on a matching record, Asset Panda Pro fills the form from the mapping, emails it to the assignee to sign, and sets the Signature status to Out for signature. If the signer's email is missing or invalid, the send is skipped and the record is flagged Needs valid email. If the send fails, the status is set to Send failed and the record remains eligible to retry.

If an asset is reassigned to a new person, the form is not sent again automatically. You must reset the Signature status field to send a new form.