Envoy Integration

💡 In this article: Automate contract management seamlessly by integrating SpotDraft with Envoy, allowing for real-time uploading of executed contracts triggered by visitor sign-ins. Enhance efficiency and organization while streamlining your contract workflows with this dynamic integration.

🛠️ Integrating SpotDraft with Envoy

Auto-upload your executed contracts to SpotDraft with the Envoy Integration

🚀 Introduction

Maximize your contract management efficiency with the SpotDraft-Envoy integration, a dynamic tool designed to automate your contract workflows. This integration activates when a visitor entry sign-in event occurs in Envoy – whether at a front desk or via a digital kiosk or device like an iPad. Upon this trigger, a contract record, such as a fully executed Non-Disclosure Agreement (NDA), is automatically created and stored in your SpotDraft repository.

Key Highlights of the Integration:

  • Automated Trigger: The integration springs into action with the 'Visitor entry sign-in' event in Envoy, streamlining the process of creating contract records.
  • Seamless Contract Uploads: Executed documents, such as NDAs, are instantly uploaded to SpotDraft when a visitor signs in, ensuring real-time contract management.
  • Centralized Document Management: Keep all contract-related documents in a single, organized SpotDraft repository, maintaining a single source of truth for easier access and management.
  • Detailed Contract Information: Along with each contract, essential details are transferred to SpotDraft, including Agreement Name, Visitor ID, Legal Document ID, Visitor Flow Name, and Organization Entity.

This integration not only simplifies your contract management processes but also ensures that your contract data is organized and accessible, enabling your team to focus on more strategic tasks

📝 Prerequisites

  •  Ensure the "Envoy" integration is enabled in your SpotDraft workspace.
  •  Ensure you have the necessary SpotDraft permissions to add Integrations.
  •  Map your SpotDraft Entities to Envoy Locations. Ensuring that data is correctly and consistently transferred.

⚙️ Installation & Configuration

SpotDraft Configuration

1 - Login to your SpotDraft workspace and navigate to Settings → Integrations.

2 - Open the Collaboration section and select Envoy.

3 - Open the Setup section and click Connect.

4. SpotDraft Authentication

Note. Ensure you’re also signed into Envoy in the same browser.

4.1 - Click New authentication.

4.2 -  Click Create.

4.3 - Click Authorize.

4.4 - Click Next.

Note. A ‘success message’ will appear on SpotDraft confirming authentication between SpotDraft & Envoy is complete.

5. Select Contract Type

5.1 - Select the Contract Type e.g. NDA that this Integration will apply to.

5.2 - Click Next.

6. Map Location with Entity

6.1 - Refer to the mapping done in the prerequisites and map your Envoy locations to your SpotDraft Entities.

6.2 - Click Next.

7. Solution Details

7.1 - Enter the ‘Name’ and ‘Description’.

7.2 - Click Next.

8. Workflow URLs

This last step provides you with the webhook URL needed to set up the integration in Envoy.

8.1 - Copy and paste the webhook URL to a document as you will need it when configuring the integration in Envoy.

8.2 - Click Finish.

9. After finalizing the wizard by clicking Finish, you will be directed back to the Integration Setup page. A confirmation message stating 'Installed Successfully' will appear.

9.1 - To complete the process, simply click the Connect button.

Note. It’s now time to complete the Integration in Envoy

Envoy Configuration

Here is video guidance to accompany the subsequent guidance.

1 - Log into Envoy and navigate to the ‘Location’ that you wish to Integrate with SpotDraft.

Note. if you have multiple ‘Locations’ mapped to SpotDraft Entities, each location will need to be configured.

2 - Navigate to Apps > All Apps, search for Webhooks and click on the Webhooks card.

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3 - Click Install.

4 - In the ‘Event’ field, select ‘(Visitors) Entry sign-in’.

5 - In the ‘Webhook URLs’ field, paste the webhook URL you got at the end of the configuration that was done in SpotDraft.

6 - Click Complete Setup.

Note. ‘Saved successfully’ message.

🎉 Congratulations. As your visitors sign in with Envoy, the fully executed agreements will be automatically sent to SpotDraft.

 

✅ Verification

To verify, trigger the Sign In event on Envoy such as a Visitor signing in.

1. Invite a visitor to register.

1.1 - Login to Envoy and Navigate to Visitors > Invites and click New Invite.

1.2 - Complete the Invite form.

2. Invitee registration

2.1 - As the Invitee, click Register now from the email.

2.2 - Enter your full name and click Next.

3 - Draw your Signature and click Next.

Note. You’ll receive a ‘You’re all set’ message.

4. Sign in the visitor

4.1 - Login to Envoy and Navigate to Visitors > Invites and click Sign In for the invitee.

4.2 - Click Sign in 1 visitor.

5. SpotDraft repository confirmation

5.1 - Login to SpotDraft and navigate to the ‘Repository’ from the left side menu, search for the visitor by their name and click on the record.

5.2 - Check the Signed contract is as expected.

🎉 Congratulations. The Integration has been successfully verified!

 

💡 Tip: If you run into any issues and would like some assistance, simply contact your SpotDraft Customer Success Manager (CSM).

 

💬 FAQs

  • Q: Why is the executed agreement not appearing in SpotDraft after the installation of the Envoy Integration?
    A: There could be several reasons for this issue:
    • Incorrect authentication during the integration setup.
    • The webhook on Envoy may not be set up.
    • The webhook might not be configured for all relevant locations in Envoy where the integration is active.
    • The webhook URL used in Envoy setup might be incorrect.
    • The wrong event may have been assigned in the webhook during setup. Resolving these issues should enable the executed agreements to appear in SpotDraft.
  • Q: Will the Key Pointer in SpotDraft update once the executed contract is uploaded from Envoy?
    A: The Envoy integration does not support the updating of Key Pointers. Only the executed contract along with details like Agreement Name, Visitor ID, Legal Document ID, Visitor Flow Name, and Organization Entity are pushed to SpotDraft.
  • Q: Do contracts executed on SpotDraft get uploaded to Envoy with this integration?
    A: No, this integration is a one-way flow from Envoy to SpotDraft only. It does not support uploading contracts from SpotDraft back to Envoy.
  • Q: Can I use the SpotDraft-Envoy integration with multiple Envoy locations?
    A: Yes, the integration supports multiple Envoy locations. Each location in Envoy can be mapped to a corresponding SpotDraft Entity, allowing for a tailored and organized approach to contract management across different locations.
  • Q: Does it matter which device is used for signing in on Envoy (e.g., desktop, kiosk, iPad)?
    A: No, it doesn’t matter which device is used for signing in on Envoy. Whether it’s through a desktop, kiosk, or iPad, the integration will automatically create a contract record in SpotDraft for every visitor entry sign-in event.
  • Q: Does the SpotDraft-Envoy integration work with all Envoy events?
    A: The integration is specifically designed to work with the 'Visitor entry sign-in' event in Envoy. It does not support other Envoy events, ensuring a focused and efficient transfer of contract records related to visitor sign-ins.
  • Q: Will contracts executed on Envoy be immediately visible in SpotDraft?
    A: Yes, once a visitor signs in and an associated contract, like an NDA, is executed in Envoy, it will be automatically and immediately uploaded to SpotDraft, along with pertinent details.
  • Q: How secure is the data transfer between Envoy and SpotDraft?
    A: The integration maintains high standards of security for data transfer. Both Envoy and SpotDraft employ robust security protocols to ensure the confidentiality and integrity of your data during transfer.
  • Q: What happens if there is an issue with the Envoy sign-in event?
    A: If there's an issue with the Envoy sign-in event, it may affect the automatic creation of contract records in SpotDraft. In such cases, we recommend checking the Envoy settings and ensuring that the integration is correctly configured.

🏁 Conclusion

With the SpotDraft-Envoy integration now in place, you're set to experience a streamlined and automated approach to contract management. This integration, triggered by the 'Visitor entry sign-in' event in Envoy, seamlessly creates and stores contract records, such as NDAs, in SpotDraft. This efficient process not only ensures that executed agreements are updated in real-time but also consolidates them into a single, easily accessible location. By automating the contract handling process, your team is free to focus on more strategic tasks, enhancing overall productivity.

👋 Remember, should you encounter any challenges or require further assistance, our team is always ready to support you. We're committed to ensuring your continued success with this powerful integration.

 

📚 Additional Resources

  • Engaging Your Customer Success Manager for Maximum Value: Discover how to leverage your CSM's expertise to get the most out of your SpotDraft subscription.
  • Envoy’s Help Center.

 

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