Havenstar & DocuSign - Dispatching Renewal Contracts to DocuSign in Bulk (Batch Process)
Quick Intro
The Havenstar DocuSign module can be used to dispatch and manage contracts via DocuSign in bulk, or on an individual basis. This article explains how to dispatch Future/Renewal Contracts to DocuSign in one bulk process.
If you are running this process as part of a monthly or annual renewal cycle, you will need to have already generated the next month's/year's renewal contracts using the Create Renewals process in Contract Manager. See the relevant article for more details.
Where To Find It
Open the Contract Manager, which is in the Contracts section in the Nav Bar. Then, go to the DocuSign tab by clicking the blue document button at the top.
Filtering the Contract List
The filters allow you to show different Future/Renewal contracts in the list, depending on:
- Sendable Status - certain conditions will render the contract un-sendable, such as the customer not having a valid email on file.
- Contract Type/Tariff - you can selectively send based on which type of mooring contract the customer is renewing onto.
- DocuSign Status - show or hide contracts based on where they are in the DocuSign lifecycle.
Reviewing the List
Review the data shown in the main data grid and and sense-check it. Scroll along to see more information - if you've got the Sendable Status filter set to All, then you will see which contracts can't be sent, and why.
Only contracts showing a tick in the Selected column at the far-right will be sent. The quick-select buttons can be used to Select All records, or Select None, and individual rows can be ticked/unticked as well. Contracts that are marked as unsendable cannot be ticked. It is helpful to maximise this window to see all the data.
Dispatching the Contracts
Having reviewed and selected the relevant contracts, you can use the Send button in the very bottom-right to dispatch the contracts. Upon clicking this button, there is no additional confirmation prompt - all selected contracts will be queued for processing immediately.
Monitoring the Contracts
Once the contracts have been dispatched, you can monitor them individually using the DocuSign Status screen, accessible from the customer's Renewal Contract screen. See the related article for more information on monitoring DocuSign contracts.
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