Send a Docusign envelope when a monday.com status changes

How the workflow fits together

A status-driven signing workflow uses two automations. The first one sends the envelope when the status changes. The second one listens to Docusign and updates the same item when the envelope is completed.

1. Status changes to Ready for signature
2. Docusign Integration Plus sends the envelope
3. Client signs in Docusign
4. Status changes to Signed

This guide uses a contracts board like this one. When Dana changes the first item to Ready for signature, Jordan gets the envelope.

Client contracts

This month

Contract	Owner	Client name	Client email	Contract status
Acme service agreement	DL Dana Lee	Jordan Price	jordan@acme.com	Ready for signature
Globex NDA	SO Sam Ortiz	Priya Shah	priya@globex.com	Sent
Initech renewal	DL Dana Lee	Lee Wong	lee@initech.com	Signed

Step 1: Prepare the board

1. Add a Status column, for example Contract status, with the labels Ready for signature, Sent, Signed and Declined.
2. Add an Email column for the signer’s email address.
3. Add a Text column for the signer’s name, or use a People column. With a People column, the app uses the first person in it, with their email and their monday.com name.
4. Add Text or Numbers columns for any other values the document needs, such as the company name or the contract value.

Step 2: Add the sending automation

1. Click Automate in your board’s top bar, click Create and search for Docusign.
2. Choose the sending template “When status changes to something”:

3. Click status and pick Contract status. Click something and pick Ready for signature.
4. Click Draft/Send and choose Draft while you test.
5. Click Account and choose your Docusign connection. To add one, connect a new account and sign in to Docusign.
6. Click Template and choose your Docusign template.
7. Click Brand and choose a brand, or ⚪ No custom Branding.
8. Click Data and map your columns, as described in the next step.
9. Create the automation.

The Template list loads from the account you pick, and Data loads from the template. If you change either one later, check Data again.

Step 3: Map the data

Data lists every part of the template that the item can fill. For a template with a Client signer role, a typical mapping looks like this:

A few rules decide what the signer sees:

• Mapped signer fields are locked. The signer sees the value from monday.com but can’t change it. Fields you leave unmapped stay editable.
• Template defaults stay. If you map only the email, the template’s default name is kept, and the other way around.
• Today’s date fills itself. Fields labeled Today, Today Date or Today’s Date get today’s date, even if you don’t map them.
• Bad values don’t go out. A value that doesn’t fit its field is skipped. If that field is required, the envelope is saved as a draft instead of being sent.

The Field mapping reference lists every field type and the columns each one accepts.

Step 4: Mark the item Signed when it’s completed

Now add a tracking automation, so the board follows the envelope:

1. In the Automation Center, search for Docusign again and choose the template that changes an item’s status.
2. Click Docusign and choose the same connection as the sending automation.
3. Click Status and choose completed.
4. Click Condition and choose item that sent envelope (Select only if envelope is sent using this app).
5. Click Item Status and pick Contract status. Click Something and pick Signed.
6. Create the automation.

Repeat it with declined and the Declined label, so a refusal shows up on the board too. To keep the signed PDF on the item, add the completed document template:

Step 5: Test it

1. Change an item’s Contract status to Ready for signature.
2. Open the item and open the Docusign Integration Plus item view. The new envelope appears in the envelope list, and you get a monday.com notification about it.
3. If you chose Draft, open the draft, check it in the sender view and send it.
4. Sign as the recipient. With a sandbox account, use your own email as the signer’s.
5. Back on the board, the status changes to Signed.

If nothing happens, the notification or the Troubleshooting article explains why.

What happens when it runs

1. The app reads the template and builds the recipients and signer fields from your mapping.
2. It creates the envelope. With sender fields mapped, or when something needs attention, it creates a draft first.
3. With Send, it sends the envelope, unless a required value is missing or Docusign refuses it.
4. It links the envelope to the item, so the item view shows it and tracking automations can find the item.
5. It sends the automation’s owner a monday.com notification, such as “DocuSign envelope sent for item … Click to see item.”

If Docusign refuses the envelope, the app retries with fewer values until it can at least save a draft, and the notification lists what it left out. See Why an envelope became a draft.

Other triggers for the same envelope

The status change is the most common trigger, but the same fields work with four others:

• A button: “When button clicked” gives every item a Send for signature button.

• A group: “When an item is moved to group” sends when the item reaches a stage such as Contract stage.
• A board: “When an item is moved to this board” sends when work passes from another team’s board.
• A File column: when the document is a file on the item instead of a template, use the File column template. Without a template, you place the signature fields with anchor tags. See Send files from a File column with automations.

All 15 templates are in Automation templates. For the bigger picture, including the item view and signed documents, read the Docusign and monday.com guide.