Smart Events Cloud DocuSign Integration

Smart Events Cloud DocuSign Integration To help planners contract events with hotels, we have streamlined the RFP process with DocuSign. Through DocuSign, planners can collect signatures from hotels and create legal agreements electronically. DocuSign saves these contracts and sends them to Smart Events Cloud for storage. With this update, you can keep all your contracts in Smart Events Cloud. Creating the Profile Form 1. Log in to your Smart Events Cloud account. 2. In the upper right corner, click Settings > Planning Process > Profile Forms. 3. Click Create a new profile form. 4. Enter the Form Name, the Description, and the Type of form. 5. Enter the Custom Confirmation Message and the Custom Confirmation Email. 2017 Cvent, Inc. All rights reserved. Smart Events Cloud Page 1

6. Click Save and Continue. 2017 Cvent, Inc. All rights reserved. Smart Events Cloud Page 2

Profile forms include the following fields by default: Event Name Event Identifier Event Status Event Contact Information Date Information Location 7. Click Save at the top of the page. Adding Fields to the Profile Form 1. Log in to your Smart Events Cloud account. MTG_NAME MTG_ID MTG_STATUS MTG_CONTACT MTG_START_DATE MTG_LOCATION 2. In the upper right corner of the screen, click Settings > Planning Process > Profile Forms. 3. To see the profile fields, select the profile. Smart Events Cloud generates the profile fields not listed above automatically. 2017 Cvent, Inc. All rights reserved. Smart Events Cloud Page 3

4. To see the definitions for the identifiers, click the name of the field. 5. To add identifiers to your profile form, click the identifier below Default Event Status. To view the signed contract from DocuSign, please add the Attachments/Meeting Locator identifier. 6. Select the Default Event Status from the dropdown. 7. Click Save. 8. Use the identifiers to configure fields in DocuSign. Uploading a Template to DocuSign You can create custom fields on any template for the user. 1. Log in to your DocuSign account at docusign.com. 2. Click Templates > New > Create Template. 3. Enter a title for the template. 4. Enter the description. 5. Click Upload and locate the template on your computer. You can upload the following file types: Documents Drawings Images.as,.asl,.asp,.doc,.docm,.docx,.dot,.dotm,.dotx,.htm,.html,.pdf,.pdx,.rtf,.txt,.wpd,.wps,.wpt.emz,.svg,.svgz,.vdx,.vss,.vst.bmp,.cdr,.dcx,.gif,.ico,.jpg,.jpeg,.pct,.pic,.png,.rgb,.sam,.tga,.tif,.tiff,.wpg 2017 Cvent, Inc. All rights reserved. Smart Events Cloud Page 4

6. Click Okay. Presentations Spreadsheets.dps,.dpt,.pot,.potx,.pps,.ppt,.pptm,.pptx.csv,.et,.ett,.xls,.xlsm,.xlsx,.xltasf 7. Under Add Recipient, click Add Recipient twice. 8. Enter the three Roles: Vendor Event Planner Event Owner You can add as many recipients as you need. Smart Events Cloud populates this information if you include these recipients in the template. 9. If you want to create a custom email for each recipient, check Custom email and language for each recipient under Message to All Recipients at the bottom of the page. 10. Enter the subject and email message for each recipient. 11. Click Next at the top of the page. 2017 Cvent, Inc. All rights reserved. Smart Events Cloud Page 5

Configuring Fields in DocuSign You must change the Data Label to match the Identifiers in Smart Events Cloud. Start at step four if you are still logged in and viewing your DocuSign template. 1. Log in to your DocuSign account at docusign.com. 2. Click the template you would like to edit. 3. Click Edit > Next. 4. Select the role from the dropdown at the top left. 5. To make roles legally bound to the contract, include the signature and the initial fields for those roles. 6. Drag the input fields onto the template. Only use the Signature, Initial, Name, Email, Company, and Title for fields that consistently identify that recipient. For all other fields, use the text input fields. DocuSign Custom Fields You can use the following fields in DocuSign. If you enter these fields correctly, Smart Events Cloud populates the contract with information from the RFP. Make sure to use the appropriate role for each field. Field Code MTG_ATTENDEE_INFO MTG_OBJECTIVE MTG_START_DATE MTG_END_DATE Definition Number of Attendees Business Purpose Date the Event Starts Date the Event Ends Optional: Append EU and US to specify the format for the start and end date. Smart Events Cloud defaults to the US date format. Examples: US: MTG_END_DATE-US MM-dd-yyyy EU: MTG_START_DATE-EU dd-mm-yyyy 2017 Cvent, Inc. All rights reserved. Smart Events Cloud Page 6

MTG_CURRENCY MTG_LOCATION MTG_EXTERNAL_ID MTG_ATTRIBUTE MTG_QUESTION Meeting Currency US, International, or Both External ID Meeting Attribute Meeting Question Planner Entry Note: Smart Events Cloud appends an attribute ID to questions and attributes. Use the steps in Adding Fields to Profile Forms to see the field and the attribute ID. VND_NAME VND_ADDRESS VND_MANAGER VND_DIRECT_PHONE VND_DIRECT_FAX VND_EMAIL VND_PRIMARY_CONTACT VND_NATIONAL_CONTACT FNS_FOOD_BEVERAGE_REVENUE SLP_TOTAL SLP_REVENUE Vendor Name Vendor Location Vendor Manager Vendor Phone Vendor Fax Vendor Email Vendor Primary Contact Vendor Corporate Contact Total Beverage Revenue Total Sleeping Rooms Total Sleeping Room Revenue For the following fields, prepend the day of the event and append the space of the event. Find these on the Sleeping Room page and the Event Space page in the RFP. Field Code Definition Example SLP_ROOMS Sleeping Rooms per Day DAY1-SLP_ROOMS-DOUBLE SLP_RATE Cost per Night DAY1-SLP_RATE-DOUBLE FNS_START Meeting Space Start Time DAY1-FNS_START-SPACE1 FNS_END Meeting Space End Time DAY1-FNS_END-SPACE1 FNS_PURPOSE Business Purpose DAY1-FNS_PURPOSE-SPACE1 FNS_ATTENDEES Total Meeting Attendees DAY1-FNS_ATTENDEES-SPACE1 2017 Cvent, Inc. All rights reserved. Smart Events Cloud Page 7

FNS_SETUP Meeting Space Setup DAY1-FNS_SETUP-SPACE1 FNS_ROOMS Meeting Space Rooms DAY1-FNS_ROOMS-SPACE1 For example, create the DocuSign Custom Field for a single sleeping room booked the first day of the event: DAY1-SLP_ROOMS-SINGLES. 2017 Cvent, Inc. All rights reserved. Smart Events Cloud Page 8

7. Click the down arrow to the right of Data Label and enter the label that matches the DocuSign field. 8. Click Save As Custom Field and enter the name of the custom field. 9. Click Save. 10. When you have configured the fields for your roles, click Save and Close. 2017 Cvent, Inc. All rights reserved. Smart Events Cloud Page 9

Selecting the Smart Events Cloud Template 1. Log in to your Smart Events Cloud account. 2. Click Account Menu > View Event List. 3. Click Create Event. 4. Select the Profile Form you created earlier. 5. Enter the event s information and click Save and Continue at the bottom of the page. 6. Click Plan > Venues & Lodging > Create RFP. 7. Select the Default Template RFP. 8. Click Save and Continue. Entering the Event Details 1. Enter the Number of Attendees in your RFP. 2. For the Contact Name, enter the point of contact for the event. 3. Enter the Contact Phone. 4. Enter the Contact Email for the event. 5. Enter the Organization Contact Information. 6. Enter your event history. 7. On the right side of the screen, enter the RFP Response Due Date and the Decision Date. 8. On the right side of the screen, enter the Event Dates. 9. Click Save and Continue. 2017 Cvent, Inc. All rights reserved. Smart Events Cloud Page 10

Entering the Sleeping Rooms 1. Enter the rooms for each night under the date and in the row with the room type. 2. To add a shoulder day before or after the event, click the links Add Preceding Shoulder Date and Add Following Shoulder Day. You must add the information for the type of room that you have included for that day. 3. Click Save and Continue. 4. Enter the dining information for the event. 2017 Cvent, Inc. All rights reserved. Smart Events Cloud Page 11

5. Click Save and Continue. 6. Click Save and Continue. 7. Search for Vendors by their name and location. 8. To send an RFP to a vendor, click Add next to the vendor s name. 9. Click Save and Continue. Generating the DocuSign Contract 1. To create the DocuSign contract, click the Create button next to the hotel name. 2. Enter a unique Contract Name. 3. Enter the number of Room Nights, Room Rate, the # People, the Rate Per Person, and the Total Rental Cost. For the Room Nights, enter the Number of Nights for a Room the Number of Rooms of that Type. Example: 10 20 4. Enter Contract Notes/Concessions. 5. Click the calendar icon next to Date Contracted and select the date. 6. Click Setup DocuSign Contract. Users can only click this option if an administrator enters the DocuSign API Account ID. 2017 Cvent, Inc. All rights reserved. Smart Events Cloud Page 12

7. If you are not logged in, enter your credentials when DocuSign asks you for them. You must enable pop-ups for DocuSign to prompt you to log in. After you log in, you return to your Smart Events Cloud account page with your templates from DocuSign. 8. Enter the Subject, Vendor Name, and Vendor Email. 9. Confirm the Event Owner s Name and Email. 10. Confirm the Event Planner s Name and Email. 11. Select the template from the Select Template dropdown. Smart Events Cloud pulls the templates from DocuSign into the dropdown. 12. Click Generate DocuSign Contract. 2017 Cvent, Inc. All rights reserved. Smart Events Cloud Page 13

13. Select a template from the dropdown and click Generate DocuSign Contract. Sending the Information to MarketView 1. From the dropdown, select Hotel Did Not Respond. 2. Click Save and Continue. 3. Check the hotel that you contracted. 4. Click Go to Send RFP Page. 5. Check the hotel again and click Send RFP. 6. Scroll down and then click Send. 7. Click Save at the bottom of the page. 2017 Cvent, Inc. All rights reserved. Smart Events Cloud Page 14

Viewing the DocuSign Contract in the Simple Meetings Solution The hotel must respond to your RFP for you to view the contract in Smart Events Cloud. If you accessed the contract page through Plan > Manage RFPs, perform the following: 1. Click Plan > Manage RFPs. 2. Under Responses, click View Responses. 3. On the View Responses page, scroll to the responses from the Hotel and select View Contract. 2017 Cvent, Inc. All rights reserved. Smart Events Cloud Page 15

4. From the Contract Summary page, select Print the Contract. OR Select the contract under Files. Viewing the DocuSign Contract in Smart Events Cloud If you created the contract through Plan > Venues & Lodging > Create RFP, perform the following: 1. Click Plan > Event Details > Profile Summary. 2. Under Attachments, select the document to view it. 2017 Cvent, Inc. All rights reserved. Smart Events Cloud Page 16

DocuSign Account Administrators: Retrieving the DocuSign API Account ID 1. Log in to DocuSign at docusign.com. 2. In the upper right corner, click the down arrow. 3. Click Go to Admin. 4. Scroll to Integrations and click API and Keys. 2017 Cvent, Inc. All rights reserved. Smart Events Cloud Page 17

5. Record your DocuSign API Account ID and give it to your Professional Services representative. Internal Release Notes: Configuring the RFP Integration with DocuSign Client Services must configure DocuSign for the user to access DocuSign on the RFP page. 1. Log in to your Spend Management account at https://smadmin.starcite.com/sutadmin/. 2. Click Account Management > Account Configuration. 3. To search for the account, enter the name of the organization and press enter. 2017 Cvent, Inc. All rights reserved. Smart Events Cloud Page 18

4. Enter the DocuSign API Account ID. 5. To use the API in DocuSign s production environment, click false next to DocuSign Sandbox Environment. 6. Click Save. You see the DocuSign API Account ID move closer to the top of the list. 2017 Cvent, Inc. All rights reserved. Smart Events Cloud Page 19