Update monday.com when a Docusign envelope is signed

How the update reaches your board

A tracking automation is the return path from Docusign to your board. Docusign reports each envelope event to the app, the app finds the matching item, and your automation makes the change.

1. Last signer finishes in Docusign
2. Docusign reports completed
3. The app finds the item
4. Your board updates

Without a tracking automation, only the app’s item view follows the envelope. Statuses, columns and updates on the board stay as they are.

1. Sent

   The envelope goes to its recipients

2. Viewed

   Docusign reports it as delivered

3. Completed

   Every recipient has finished

Or it ends early:

• Declined

  A recipient declines to sign

• Voided

  The sender voids the envelope

This guide uses a contracts board like this one. The status, the date and the signer names all come from the envelope.

Client contracts

This month

Contract	Client email	Contract status	Signed on	Signed by
Acme service agreement	jordan@acme.com	Signed	Nov 4	Jordan Price
Globex NDA	priya@globex.com	Sent
Initech renewal	lee@initech.com	Declined

Step 1: Choose how the app finds the item

Condition is the choice that matters most, and it depends on where the envelope is sent from.

Use item that sent envelope whenever you can. The app attaches the item to the envelope when it creates it, so the match is exact and nothing needs to be set up in Docusign.

Email matching is for envelopes the app didn’t create. Repeat clients are where it goes wrong: a client with four items on the board gets all four updated by one signed envelope. If that’s your board, send with the app and use item that sent envelope.

With email matching, the app creates a Connect configuration in your Docusign account when you save the automation. If the connected user isn’t an administrator, saving fails with Integration Setup Failed. See Choose how items are matched.

Step 2: Change the status

1. Click Automate in your board’s top bar, click Create and search for Docusign.
2. Choose the template that changes an item’s status.
3. Click Docusign and choose your connection.
4. Click Status and choose completed.
5. Click Condition and choose the option from Step 1.
6. Click Item Status and pick Contract status. Click Something and pick Signed.
7. Create the automation.

completed runs when every recipient has finished. With several signers, the status waits for the last one. Send a Docusign envelope to multiple signers from monday.com covers that setup.

Step 3: Record who signed and when

A status tells you the contract is done. A second automation can also keep the date and the names on the item:

Set Status to completed and use the same Condition. Then click Multiple Columns and map the envelope data to your columns:

📅 Status Changed Date/Time is the time of the event, so with completed it’s the time the last recipient finished. You can also map the sender, the email subject or the first signer’s name and email. To fill a People column, use 👤 All Signers, which only includes signers who are users in your monday.com account. The full list is in Envelope data you can map to columns.

Step 4: Cover declined and voided envelopes

A contract that won’t be signed needs to show up too. Repeat the status automation from Step 2 for each outcome:

• declined, with a Declined label
• voided, with a Voided label

Then add an update, so the reason is on the item:

The update names the envelope, the sender and the event. For declined, it says who declined and why. For voided, it gives the reason. If the sender, a signer or a CC recipient is a monday.com user with the same email, the update mentions them, so they get a notification.

Several tracking automations can react to the same event. Each one that runs counts as a run, unless the connection is a sandbox.

What comes back, and what doesn’t

If you need those values on the board, you have three options:

• Read them in the signed PDF. Save the document to the item. See Save signed Docusign documents to monday.com.
• Collect the value before you send. Keep it in a column and map it into the envelope. The signer then sees it locked in the document.
• Use a workflow tool for that value. Zapier’s Docusign page lists a Find Form Data for Envelope query, which you would set up as a separate Zap.

Test it

1. Use a sandbox connection, so the test runs aren’t counted.
2. Send an envelope from an item with your own email as the signer.
3. Sign it.
4. Back on the board, check the status, the date and the signer’s name.

If the board doesn’t change:

• Check Status. An automation set to completed doesn’t react when the envelope is only viewed.
• Check the login. With item that sent envelope, the envelope must be sent with the same Docusign login as the automation’s connection.
• Check the address. With email matching, the email on the item must be exactly the address the signer received the envelope at.
• Check for subitems. Item templates don’t react to envelopes created for subitems. See Use Docusign with subitems.

My board isn’t updating has the full checklist. To start the workflow from the board as well, read Send a Docusign envelope when a monday.com status changes.