In this use case, we will be automating the employee clearance process using DocuSign integration. The clearance form will be sent to all relevant stakeholders involved in the process.
The setup for this use case can be divided into four parts:
Defining a DocuSign Template
Creating a Service Request item in Freshservice
Defining custom objects containing location and business unit mappings
Definition of a workflow for Employee clearance
Docusign Template
A sample template is defined in DocuSign containing the employee clearance form, with the following signer recipient roles.
BU Head
IT Personnel
HR Personnel
Manager
Employee
We will be using the template ID of this template in our workflow automator.
You can refer to this sample template definition which we have created in DocuSign.
Service Request
In order to set up the workflow in the automator, we will need to create a service request item and a custom object in Freshservice.
The service request will contain three dropdown lookup fields.
Employee (Lookup “All Users”)
Location (Lookup to “Location”)
Business Unit (Lookup to “Department”)
Custom Objects
For this use case, we will store the different stakeholders that are required to sign off on the employee’s clearance in a custom object.
The object “Business Unit Mapping” will be used to store the HR Business Partner and Business Unit Head for each Business Unit. Here are the fields:
The object “Location Mappings” will be used to store the Facilities Manager and IT personnel for a particular location. Here are the fields:
Workflow Definition
Here’s an overview of the workflow defined for employee clearance automation. The steps for this workflow are elaborated further in this document.
Step 1
Make sure the workflow fires only when the Employee Clearance service Item is submitted by configuring the appropriate Event and Condition Node.
Step 2
Pull in and configure a Reader node to read the “Location Mappings” custom object to get the Facilities and IT Personnel based on the Location entered in the Service Request form.
Step 3:
Next, we’ll pull in and configure another Reader node to read the “Business Unit Mapping” object to get the HR BP, the BU Head based on the Business Unit entered on the form.
Step 4:
Now that we’ve got all the stakeholders we need, we can call the DocuSign app action to Create a draft envelope based on a template. We pull in another Docusign app action node with the following configuration
App Name: DocuSign - Orch
App Action: Create Draft Envelope with Template
Notes when Configuring Inputs:
template_id - The DocuSign template ID will be hardcoded in the app node.
recipient_role_names - The DocuSign template role names are hard-coded too.
recipient_emails - The email IDs for the recipients are read from the custom objects using the reader nodes in Step 2 and 3 and used as placeholders. The email ID of the employee leaving the organization is taken using a placeholder for the “Employee” lookup field in the service request.
recipient_names - The names for the recipients are read from the custom objects using the reader nodes in Step 2 and 3 and used as placeholders. The name of the employee leaving the organization is taken using a placeholder for the “Employee” lookup field in the service request.
recipients_routing_order - Optionally you can specify the routing order in which the envelope will be sent to the recipients. This will ensure that the envelope is forwarded to the subsequent recipient only if the previous recipient (as per the routing order) has finished the envelope document.
Step 5:
We verify with the condition node if the draft envelope is created successfully, if it is created we then pull in another Docusign app action node with the following configuration.
App Name: DocuSign - Orch
App Action: Send Envelope
Notes when Configuring Inputs:
template_id - The template ID will be received in the response of the app node in Step 4. We use the placeholder of the template ID as shown below.
