Docubee Setup

These setup steps will make the overall connection to Docubee for sending PrintVis documents to Docubee for signature.

Setting up the free trial

• Install PrintVis Docubee Integration app from AppSource

• Go to Service Connections, open the Docubee Setup option, and click Create Trial Subscription

• A wizard will appear walking through the free trial registration process.

• Click Create User to establish your Docubee trial user.

• The first page will ask for your email, first and last name.

• The second page will ask you to enter a verification number sent to the previously entered email address.

• Clicking Finish will return you to the free trial signup wizard.

• Click Create Organization to establish your company for the trial

• Enter your company name and a default workspace name (these can be the same)

• Clicking Finish will return you to the free trial signup wizard.

• Clicking Finish on the last wizard page will create and start your free trial

Converting your free trial into a Docubee subscription

At any time during the trial process, it is possible to convert your free trial into a Docubee subscription.

Note: At the end of the free trial, Docubee will stop processing document signature requests and instead a subscription expiration message will appear. To stop the expiration message, go to Service Connections, open the Docubee setup option, and uncheck the Enable checkbox to disable the service.

• To create a full subscription go to Service Connections, open the Docubee Setup option, and click Convert Trial to Paid in the Create Trial Subscription menu.

• This will link to an external Docubee website where you can complete a form to convert your trial to a paid subscription.

Docubee Subscription Questions

For questions about your Docubee subscription, login to your Docubee account at https://docubee.app or contact support@docubee.com

Setting up the Docubee options

Permissions

The first step after installing Docubee is to assign your users and admins the appropriate permission sets.

• On the BC Users page find the Permission Sets section and add the PVS DB USER permission set to all of your users
• On the BC Users page find the Permission Sets section and add the PVS DB SETUP permission set to anyone who will be working to setup the Docubee functionality

Adding Docubee Fields

In order for Docubee to add interactive fields to a PrintVis report these fields need setup.

• Go to Service Connections, open the Docubee Setup option, and click Document fields in the menu

• Anchor strings are values that when added to a report layout will turn that anchor into a Docubee fillable field. Create all the fields that you will want customers to be able to complete on the report layout and determine whether the field is required or optional.

• Edit the report layouts you want to use for Docubee as you would normally edit a report layout by going to Report Layouts and clicking Export Layout

• Edit the layout, adding the anchor string values where you want Docubee to add the user entered fields.

• When done, return to the Report Layouts page, click Replace Layout and upload your updated document

Creating Docubee Workflows

When Docubee documents are returned signed, declined, or expired it is possible to setup workflows in PrintVis to update information on the case or notify the salesperson or coordinator.

• Go to Service Connections, open the Docubee Setup option, and click Document Workflows in the menu

• Click New to create a new workflow.

Each workflow represents a unique process for when a document is sent, signed, declined, or expired. For example: When a quote is signed you might want to update the case status to ORDER and email the salesperson and coordinator. Or if you send an artwork approval document, you might want to mark a proof sent milestone as completed. These are some of the unique workflows you might want to setup for each step in the process. On the Document workflow card, you can also set the default email subject and body for that process in the workflow. The tooltips provide the available % codes that can be used to fill in information from the case. Currently, Docubee only supports plain text entry for these email values.

Assigning Reports as Docubee Reports

In order for PrintVis to know that you want to use Docubee for a specific report, you must assign each report as available for Docubee

• Go to PrintVis Report Selection Setup

• Select the Report Type you want to use and then on the Report ID line check the Use for Docubee Signature checkbox, assign the appropriate document workflows (if applicable), and determine whether you want Docubee to add a Decline button or allow a user to delegate the signing to someone else

• Do this for each report type that you want to use Docubee for signatures

• For the Artwork Approval report, you will need to go to PrintVis Docubee Report Selection Setup until we can update the PrintVis Report Selection Setup page to allow for outside customizations and apps to extend the list.

Adding Docubee Documents to PrintVis Folders

It is possible to automatically add sent, signed, or declined documents to PrintVis folders.

• Go to PrintVis Folder Groups Setup, select the Folder Group, then click Folders

• For each folder it is possible to assign which Docubee Sent, Signed, or Declined document type you want added to each folder

• On the PrintVis Report Setup page for each report you will also need to make sure the Folder Group Code is filled in with the appropriate folder group

Creating a Job Queue Entry to check for document status

For PrintVis to automatically check sent document for status updates, a job queue entry is required.

• Go to Service Connections, open the Docubee Setup option, and click Create/Check Job Queue Entry in the menu

• A job queue entry is created and will be set by default to check every 5 minutes

Branding the Docubee email and signature page

• Go to https://docubee.app

• Login with the same credentials you used when setting up the Docubee application in PrintVis.

• Click the Gear icon for "Settings" in the bottom left corner

• Make sure you have selected "General" under the settings list on the left navigation.

• Scroll down to the "Organization Branding" section

• Make updates to your branding and click the "Save" button when completed.

Tracking Docubee Usage

On the Docubee Service Connections page, there is a counter for the number of documents sent via Docubee during the current 12 month subscription period.

In the menu, click Billing Periods to view historical usage and documents sent during the previous subscription periods.

If you begin to reach your annual document limit, Docubee will reach out to the email address attached to the subscription to notify you of your options and plans with additional documents.