Configuring Expense Management for electronic signature

Expense Management can be configured with DocuSign, digital platform, to manage the electronic receipts. The Expense Report receipts are signed by DocuSign when the Expense Report document is routed to the ER Pre-Pay Audit workflow activity.

  1. Load the new xmReceipts/esignature DocuSign dataset flat files in the Expense Management application. Add users manually.

    When you add this dataset, a new user group, data group, business rule, workflow activity, and the application parameter are added to the Expense Management application.

    Receipts: ESignature User Group
    By default, this group is configured to the WF: Receipt ESignature business rule when the DocuSign dataset is loaded to Expense Management. However, Administrators can configure any other user group to the WF: Receipt ESignature business rule.
    Receipts: ESignature Data Group
    This data group has access to the Receipts: ESignature User Group.
    WF: Receipt ESignature business rule
    This rule routes the Expense Report document from the ER Pre-Pay Audit activity to the Receipts ESignature workflow activity.
    Receipts ESignature Workflow Activity
    The Expense Reports documents are routed to this workflow after the appropriate approval in each workflow activity stage.
    Note: The Receipts ESignature workflow activity can be configured based on the customer requirement. You must ensure that the Expense Reports are appropriately routed to the ESignature activity.
    AutoApprovalBKG.ValidatorHash(3159226) application parameter
    This parameter contains the validator class name and validates the Receipts ESignature process.
  2. Access the DocuSign website and log on to the DocuSign seal account as an administrator. The DocuSign home page is displayed.
    Note: Administrators must have a seal enabled account in DocuSign to integrate Expense Management with DocuSign.
  3. Click the user menu on the top panel of the page and copy the Account# ID. The ID must be added to the docusign.accountId application parameter. See step 16.
  4. Click the Admin tab on the DocuSign home page.
  5. Navigate to the Integrations menu on the left section of the page and select APIs and Keys. The APIs and Keys page displays all information related to the account.
  6. Copy the user ID from the My Account Information section on the APIs and Keys page. The ID must be added to the docusign.impersonatedId application parameter. See step 16.
  7. Click the Add APP/INTEGRATION KEY option to create a new Integration key. The Add API Integration Key window is displayed.
  8. Specify a name to identify the API Integration Key click Add. The information related to the new API Integration Key is displayed on the API and Keys details page.
  9. Copy the Integration Key from the General Info section. The key must be added to the docusign.clientId application parameter. See step 16.
  10. Click add_rsa for the Service Integration in the Authentication Section. The RSA Keypair window is displayed.
  11. Select the Private key and click Copy to Clipboard and click OK. This key must be added to the docusign.key application parameter. See step 16.
  12. Click add_for the Redirect Url in the Additional settings section to add the server url in the <protocol>://<host>:<port>/inbox/portal/inbox/docusignconsent.jsf?tenant=<tenant> format. You can add multiple tenant urls.
  13. Click Save. The new Integration key is displayed on the My APP/INTEGRATION KEY section of the APIs and Keys page.
  14. Log on to Expense Management as the admin user.
  15. Click Admin User on the top right corner of the page and click Admin.
  16. Click Launch HTML SAT > Data App Parameters to configure these application parameters:
    • docusign.isEnabled=true
    • docusign.isProduction=false
      Note: Set the value of this application parameter to True, if DocSign is configured on a production environment.
    • receipts.imgToPDF= true

      This application parameter converts all the attached receipt files to PDF files.

    • Docusign.includeSummary= true

      This application parameter generates the detailed summary of the signed receipts for the document in a .zip file.

    • docusign.clientId

      Obtain this value from the APIs and Keys page of the DocuSign website. See step 9 above.

    • docusign.impersonatedId

      Obtain this value from the APIs and Keys page of the DocuSign website. See step 6 above.

    • docusign.accountId

      Obtain this value from the APIs and Keys page of the DocuSign website. See step 3 above.

    • docusign.key

      This value is copied from the APIs and Keys page of the DocuSign website. See step 11 above.

    • AutoApprovalBkg

      Configure this background process to run automatically at scheduled intervals

  17. Click the DocuSign Consent link on the Admin page of the Expense Management application to navigate to the DocuSign website.
  18. Specify the credentials to log on to DocuSign.
  19. Navigate to the end of the JSON web Token (JWT) Grant page for accepting the request to grant signature and impersonation permissions to the application.
    Note: After the successful confirmation of the DocuSign consent, the Expense Management application sets the value of the docusign.hideConsentLink application parameter to True and the DocuSign consent link is removed. Receipts can now be uploaded to DocuSign.

    However, in case of an access issue or the expiry of the DocuSign consent, you can set the value of the docusign.hideConsentLink application parameter to False. The DocuSign link is displayed to confirm the consent again.