How do I push Tallyfy data into documents for e-signatures or digital signatures on contracts?
You can send a form to a client to sign when a step is completed using webhooks and an eSignatures service such DocuSign or HelloSign.
To do this, we will send a webhook to Zapier after a Tallyfy process is completed. Check out This Article for detailed information on adding a webhook to a blueprint or blueprint step. In this walkthrough, we will use a step webhook, but using a blueprint level webhook will work too.
Although we are using Zapier here as the example of middleware, you can use any other middleware of your choice, following a similar process.
After this walkthrough, you will be able to send a signature request to a client when a task is completed, using a service like DocuSign or HelloSign.
Step 1 - Create zap to catch a webhook
- Firstly, we need to start a Zap in Zapier with a Catch Hook. Create a new Zap and choose "Webhooks by Zapier" under the app & event section. Set up a trigger and copy the webhook code. You will be using it on the next step.
Step 2 - Launch process in Tallyfy to trigger signature zap
- Review the form from HelloSign or DocuSign that you want to be signed. Note any fields on that need to be filled out - we will fill the out from Tallyfy.
- In this example, we will use Tallyfy to collect customizable information about the client and send that information through Zapier into a signable form.
- First we need to create a procedure with all the customizable form fields you want to include in the signed form, i.e. client name and email. In the below example, we use a kickoff form to collect client information before the rest of the blueprint begins.
- Next you'll need to include the webhook from Zapier in one of the steps in your process. In the below example, it is included as a separate step that, by completing, sends all the information already entered in the process to the Zapier via the webhook
- You need to send a test webhook to Zapier. Launch and compete your process with some test data, then return to Zapier and complete the "Test Trigger" to see the data you sent.
Step 3 - Linking your HelloSign or DocuSign account
Follow the steps for the app you use, either HelloSign or DocuSign. Note that DocuSign allows for you to easily pass form fields from your Tallyfy process into your form.
Setting up HelloSign in Zapier
- If you haven't already, prepare your template in HelloSign. See the HelloSign instruction on creating a template Here. When setting up your Template in HelloSign, you will need to make sure that the form fields you want are in the template, especially the signature field. See the example below:
- Add an action to you Zap after the Catch Hook step. Choose "Send Signature Request From Template in HelloSign" and press "Continue". Log in to your HelloSign Account, continue, and select your template from the dropdown. - Note: If you signed up for HelloSign using a Google or Dropbox account, make sure to set your password under settings or else you won't be able to connect it to Zapier.
- Add in information from your Webhook where needed. See below for an example of how to use the information from the Webhook:
- Once everything is set up, test the Zap and turn it on. Now whenever you run your Tallyfy Process, it will send a signature request using the selected HelloSign template.
Setting up DocuSign in Zapier
- Go ahead and, prepare your template in DocuSign, if you haven't alrleady. See the DocuSign instruction on creating a template Here. When setting up your Template in DocuSign, you will need to make sure that the form fields you want are in the template, especially the signature field. See the example below:
- Add an action to you Zap after the Catch Hook step. Choose "Create Signature Request in DocuSign" and press "Continue". Log in to your DocuSign Account, continue, and select your template from the dropdown.
- Add in information from your Webhook where needed. With DocuSign you can add specific field values to your document before sending it. The code of those fields can be found while editing your template in DocuSign. See for here more information. Below is an example of how to use the information from the Webhook:
- Once everything is set up, test the Zap and turn it on. Now whenever you run your Tallyfy Process, it will send a signature request using the selected DocuSign template.
How do I know a document has been signed so that I can auto-complete a task in Tallyfy?
Once you send an eSignature request - you need to wait for the signing system to provide a "signed" signal back to a waiting middleware system. That's a bit outside the scope of Tallyfy - but this is what you need in order to run the "Mark task complete" action on Tallyfy.
- The middleware system you use (like Zapier or Power Automate) needs to "listen" for a specific signatureID or envelopeID being completed. You would need to store this ID (signature or envelope ID) in an intermediate place like storage, or just an online spreadsheet. You must also store the taskID and processID on Tallyfy which emitted the signature request in the first place - where the initial webhook came from.
- Once the "trigger" in your middleware tells you a document was signed, check that the document's signatureID or envelopeID is "of interest" to you i.e. it's on the items in the "queue" where you are waiting for things to be signed.
- If it's something of interest - grab the taskID and processID for Tallyfy, and run the "Mark task as complete" action.
In summary - you dispatch something for signature, storing all the essential ID's both on the Tallyfy end as well as unique ID's on the signature app you use. You then "listen" and wait for the specific signature ID you're interested in to get completed/finished. You then auto-complete the task in Tallyfy.