Invite DocuSign signees to collaborate in Box and notify your team in Slack recipe

This use case guides you through connecting DocuSign, Box, and Slack to Workato to create a multi-application automation.

What does this recipe do?

This recipe monitors DocuSign for newly signed documents. It checks if the email address of the individual who signed the document includes your company's email domain name, for example: @acme.com. If the email address does not contain your company's email domain name, the recipe creates a folder in Box, adds the user as a collaborator to the folder, and then creates a shared link to the folder. The recipe then sends an email to the user with the shared link and posts a message in Slack notifying you and your team that the user has been invited to collaborate.

flowchart TD subgraph M[" "] direction TB subgraph D[&nbsp DocuSign New signed document &nbsp] direction RL ax(setup) --- aa(Trigger) classDef default fill:#b3e0e1,stroke:#51c2b9,stroke-width:1px; end subgraph S[Box Create folder action] L(Action) --- EW(setup) classDef default fill:#b3e0e1,stroke:#51c2b9,stroke-width:1px; end subgraph SS[&nbsp Box Add user as collaborator action &nbsp] LL(Action) --- EX(setup) classDef default fill:#b3e0e1,stroke:#51c2b9,stroke-width:1px; end subgraph SSS[&nbsp Box Create shared link action &nbsp] LLL(Action) --- EY(setup) classDef default fill:#b3e0e1,stroke:#51c2b9,stroke-width:1px; end subgraph R[Send email] RR(Action) --- EZ(setup) classDef default fill:#b3e0e1,stroke:#51c2b9,stroke-width:1px; end subgraph H[Slack post] AA(Action) --- EE(setup) classDef default fill:#b3e0e1,stroke:#51c2b9,stroke-width:1px; end end A([Create recipe]) -- Configure your recipe --> M --> B([Automated workflow]) D --> S S --> SS SS --> SSS SSS --> R R --> H classDef default fill:#fff,stroke:#67eadd,stroke-width:2px; classDef WorkatoTeal fill:#67eadd,stroke:#b3e0e1,stroke-width:2px,color:#000; classDef SubgraphDash fill:#e1fffc,stroke:#f66,stroke-width:2px,color:#000,stroke-dasharray: 5 5 class D,S,SS,SSS,R,H SubgraphDash class A,B,ax,aa,WX,WW,WWW,L,EW,LL,EX,LLL,EY,RR,EZ,AAA,AA,EE WorkatoTeal

Create your recipe

Complete the following steps to create a recipe that monitors DocuSign for newly signed documents, uses conditional logic to determine if the user is an employee at your company and then creates a new folder, adds the user as a collaborator to the folder, creates a shared folder link, emails the folder link to the new user, and posts a Slack message:

USE CASES ARE INTENDED AS EXAMPLES ONLY

This use case serves as an example. Modifications to triggers, actions, or conditional logic may be necessary to adapt this recipe to your workflow.

1

Sign in to Workato.

2

Select the project where you plan to create the recipe.

3

Create connections for DocuSign, Box, and Slack:

Create a DocuSign connection.

1

Click Create > Connection.

2

Search for and select DocuSign on the New connection page.

3

Provide a name for your connection in the Name field.

Connect to DocuSign

4

Use the Location drop-down menu to select the project where you plan to store the connection.

5

Use the Demo drop-down menu to select whether the account you plan to use is a demo account.

6

Enter your DocuSign account ID in the Account ID field. To find your account ID: sign in to DocuSign > click Settings > Apps and Keys > API Account ID.

7

Enter your connect key in the Connect key field.

8

Click Connect.

Create a Box connection.

The Box connector supports both OAuth 2.0 and client credentials authentication.

Complete the following steps to set up your Box connection using OAuth 2.0 authentication:

1

Click Create > Connection.

2

Search for and select Box on the New connection page.

3

Provide a name that identifies which Box instance Workato is connected to in the Connection name field.

Create your connection

4

Use the Location drop-down menu to select the project where you plan to store this connection.

5

Use the Authentication type drop-down menu to select OAuth 2.0.

6

Optional. Expand Advanced settings to select Requested permissions (Oauth scopes) options.

You can select from the following scopes:

• Read files and folders
• Read and write files and folders
• Manage app users
• Manage managed users
• Manage groups
• Manage webhooks
• Manage enterprise properties
• Manage retention policies
• Global content manager
• Admin can make calls on behalf of users
• Manage signature requests
• Manage Box Relay

7

Click Connect. This opens the Box sign in dialog.

8

Enter your Box account email address and password.

Log in to Box

9

Click Authorize.

10

Review the requested permissions and click Grant access to Box.

Grant access to Box

Create a Slack connection.

1

Click Create > Connection.

2

Search for and select Slack on the New connection page.

3

Provide a name for your connection in the Name field.

Slack connection setup

4

Use the Location drop-down menu to select the project where you plan to store the connection.

5

Optional. Configure Advanced and Custom OAuth profile settings if required for your account type.

6

Click Connect.

4

Go back to your project and click Create > Recipe.

Create a new recipe

5

Enter a name for your recipe in the Name field.

6

Select the project where you plan to store the recipe from the Location drop-down menu.

7

Click Start building.

Start building your recipe

8

Click Pick a starting point, then select Trigger from an app.

9

Click Select an app and trigger event.

10

Set up your DocuSign trigger.

1

Search for DocuSign and select it as your app.

2

Select the New document event in DocuSign trigger.

Select the New document event in DocuSign trigger

3

Use the calendar modal to select the date from which your recipe should begin to monitor events in the When first started, this recipe should pick up events from field. The trigger checks for new events every five minutes by default. Leave this field empty to fetch events from the last hour. You can't change this value after you run or test the recipe. Learn more about this input field.

4

Use the Event drop-down menu to select Signed as the event you plan to monitor. This field defaults to All if you do not make a selection.

5

Click Save.

11

Click + Add step and select IF condition.

Select IF condition

12

Set up your doesn't contain Email IF condition.

1

Map the DocuSign Email Step 1 datapill into the Data field.

2

Use the Condition drop-down menu to select doesn't contain.

3

Enter the value you plan to use for your IF condition in the Value field. For example, this use case checks if the email address in the Data field contains your company's email domain name in the Value field.

Set up IF condition

4

Click Save.

13

Click + Add step for the No condition and select Add action in app.

14

Set up your Create folder Box action.

1

Search for Box and select it as your app.

Choose Box as your app

2

Select the Create folder action.

Select the Create folder action

3

Map the DocuSign Name Step 1 datapill into the New folder name field.

Set up the Create folder action

4

Select the parent folder in which you plan to add your new folder in the Parent folder field.

5

Click Save.

15

Click + Add step under your first Box action and select Add action in app.

Click Add step > Add action in app

16

Set up your Create collaboration Box action.

1

Search for Box and select it as your app.

2

Select the Create collaboration action.

Select the Create collaboration action

3

Click the Show button under Item.

4

Map the Box Type Step 3 datapill into the Type field.

5

Map the Box ID Step 3 datapill into the File or folder ID field.

Map your datapills into the Item section

6

Expand the Accessible by section.

7

Enter the email address of the user in the Email ID of collaborator field.

8

Use the Role drop-down menu to select the role you plan to provide for the collaborator.

Select a role for the collaborator

9

Click Save.

17

Click + Add step under your second Box action and select Add action in app.

18

Set up your Box Create shared link action.

1

Search for Box and select it as your app.

2

Select the Create folder shared link action.

3

Map the Box ID Step 3 datapill into the Folder ID field.

Map the Folder ID datapill

4

Use the Access drop-down menu to select Collaborators.

5

Click Save.

19

Click + Add step and select Add action in app.

20

Set up your Email by Workato action.

1

Search for Email by Workato and select it as your app. This app does not require connection configuration.

Select Email by Workato as your app

2

Select the Send email action.

3

Map the DocuSign Email Step 1 datapill into the To field. This is the email address that receives the email you send.

Map the DocuSign Email datapill into the To field

4

Enter a message subject in the Subject field. For example, Invitation to collaborate.

5

Optional. Use the Email type drop-down menu to select the format of the email message. This field defaults to HTML.

6

Enter a message for the body of your email in the Message field.

7

Click Save.

21

Click + Add step and select Add action in app.

22

Set up your Slack action.

1

Search for Slack and select it as your app.

Select Slack as your app

2

Select the Post message action.

3

Use the Channel drop-down menu to select the Slack channel in which you plan to post your message.

4

Enter a message for the post in the Basic text field. You can also map the DocuSign Name Step 1 datapill into this field if you plan to include the new collaborator's name in the message automatically.

5

Enter an attachment title for the Slack post in the Attachment title field.

6

Map the Box URL Step 5 datapill into the Attachment title link field. Attachment titles are clickable and direct users to the URL you provide when clicked.

Map the Box URL datapill into the Attachment title link field

7

Enter text for the attachment in the Attachment text field. You can map the DocuSign Name Step 1 and Email Step 1 datapills into this field if you plan to include specific details about the new collaborator.

8

Click Save.

Your Invite DocuSign signees to collaborate in Box and notify your team in Slack recipe is ready to test and implement.