Syncing DocuSign Rooms gives you the opportunity to sync your DocuSign transactions to kvCORE 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 kvCORE
To add Docusign to kvCORE, 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.
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.
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 kvCORE 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 kvCORE, 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).
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 kvCORE when the user creates a transaction they will have the same ability to set their Room Role.
Creating New DocuSign Rooms from within kvCORE
As you're working in kvCORE, 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 kvCORE 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 kvCORE 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 kvCORE 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 kvCORE. Adding the client to the transaction room (inviting them) manually may fix the problem on the next sync.
kvCORE Contact Status Update Based on DocuSign Status
When DocuSign is connected to kvCORE, the following DocuSign transaction statuses will now automatically update lead statuses in kvCORE.
When a DocuSign room is connected for a contact, the contact will be mapped as Client in kvCORE, if they are not already.
DocuSign statuses of Property Sold, Property Leased, and Tenant Leased will map contacts to a Closed status in kvCORE.
DocuSign statuses of Pending or Under Contract will map to a Contract status in kvCORE.
All other DocuSign fields do not impact statuses in kvCORE.
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
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
Have more questions? Please reach out to Customer Support via the blue chat bubble to the right or by emailing email@example.com!