The Xakia-Docusign integration allows you to seamlessly send contracts from Xakia to Docusign for signing. Once signed, the documents automatically return to Xakia, where they are stored with the rest of the contract details.
The Docusign integration is available on the Enterprise subscription level!
How to Send a Contract for Signing
Step 1: Create a Contract
Click 'Create New Contract' in Xakia
Once saved, go to the Workflows tab
Expand the 'Signing' section and click 'Send for Signature'
Step 2: Upload & Assign Signers
Upload the contract document
Set the signing order
Add signers:
Search for an existing Xakia user or internal client
If the signer is external, manually enter their name and email (they will not be recorded as an internal client and their data won’t be stored)
Define each recipient’s role:
Signer – Required to sign the document
Email-only recipient – Will receive a copy but does not sign
📌 Signing Order Matters!
If an email-only recipient is at the bottom, they receive the document after all signers have signed
If listed first, they receive an unsigned version
Step 3: Finalize and Send
Toggle 'Automatically update contract status once signed' (optional)
Email subject will be auto-filled as 'FOR SIGNING: [Contract Name] ([Contract Number])'
E.g. FOR SIGNING: Cloud Hosting Service Contract Agreement | Xakia Ref. C00316
Enter an optional email message
Click 'Send to DocuSign'
⏳ Uploading Progress Indicator: If sending multiple or large documents, a loading message will track their progress while they upload to DocuSign.
Step 4: Finalize in Docusign
Xakia will open DocuSign in a new tab
Review or edit:
Signing order
Email subject & message
Click 'Next'
Configure the document as needed:
E.g. Add initials, signatures, and date fields etc.
Click 'Send for Signing'
📨 Notifications: To prevent excess email clutter, only DocuSign will send signing notifications.
Tracking & Managing Signed Documents
Xakia will show who has signed and who is still pending and the Signed documents & the Certificate of Completion will be automatically stored in Xakia once completed.
Xakia captures key metadata, including:
Signing timestamps
Email subject & content
Envelope ID
Last update timestamp
Download Signed Documents
Click 'Download Signing Package' to get all signed documents + completion certificate in a ZIP file
The signed document automatically becomes the new official version (no duplicates)
Already have an approval workflow?
No problem! If approval is required, it will automatically be included in the signing package. You can still adjust it before sending.
Contracts stored in SharePoint Online
If the contract's documents are stored in SharePoint, signing works a little differently:
A SharePoint document in the signing package is a reference, not a copy. Xakia fetches it from SharePoint only when you send the envelope, so Docusign receives the latest version, including any edits made in SharePoint since you added it.
The main document shows as a SharePoint tile with the Microsoft mark. Click it to open the document in SharePoint. Removing it from the package doesn't affect the file in SharePoint.
You can mix SharePoint documents and uploaded documents in the same envelope.
When signing completes, the signed main document is added to SharePoint as a new version of the main document.
If your admin has turned on pushing, the signed documents and the certificate of completion are also uploaded to an SGN- folder inside the contract's SharePoint folder.
The file size check on the signing screen doesn't count SharePoint documents. If a file is too large, Docusign rejects it when you send, and the error shows against that document.
Docusign Status Updates in Xakia
Xakia syncs close to real-time status updates from DocuSign, including:
🖋️ Executed - Everyone has signed the contract and it is complete!
📬 Delivery Failure – If the email address is incorrect, the status will show 'Delivery Failed.' This must be fixed in DocuSign.
⏳ Expired – If a signing expiration date was set in DocuSign and not met, Xakia updates the status to 'Expired.'
❌ Deleted – If a signing package is deleted in DocuSign, Xakia will show 'Deleted.'
🚫 Voided – If a document is voided in DocuSign, it reflects in Xakia.
🚷 Declined – If a signer declines the request, Xakia will show 'Declined.'