Documentation

Electronic Document Providers

Requires. eDoc+, Administration Page, and Electronic Document Providers - Full Control for changes.

Electronic document providers are the services your company uses to send contracts and agreements to customers. SecurityTrax supports outside providers such as DocuSign and PandaDoc, plus SecurityTrax eDocs for templates hosted directly in SecurityTrax.

Note. Without the eDoc+ add-on, the Electronic Documents section is hidden from Admin and direct provider/template URLs return Not authorized. Enable eDoc+ from Admin → Account Management → Add-ons before configuring providers.

Getting here

  • From Admin → Electronic Documents, click Electronic Document Providers.
  • Or go directly to https://portal.securitytrax.com/acme/admin/cms/electronic-document-providers.

Edit form

Field Required? Type Validation Notes
Name Yes Text Required Internal label shown in provider dropdowns.
Type Yes Select Must be one of the available provider types Controls which provider-specific settings appear.
Active No Checkbox None Inactive providers are hidden from new customer envelope creation.

Provider types

Type What it does Notes
DocuSign Connects SecurityTrax to a DocuSign account. Requires DocuSign authorization and account settings before use.
PandaDoc Connects SecurityTrax to a PandaDoc account. Templates come from PandaDoc.
SecurityTrax eDocs Uses templates built and stored in SecurityTrax. Required before you can create Electronic Document Templates.

Setting up DocuSign

To connect SecurityTrax to your DocuSign account, complete these steps in order:

  1. Create a DocuSign provider. From the provider list, click New Electronic Document Provider. Enter a Name, select DocuSign as the Type, check Active, and click Save.

  2. Select the environment. After saving, the DocuSign settings appear. Set Environment to Production (or Production Canada if your DocuSign account is hosted in Canada). Click Save again.

  3. Authorize via OAuth. Click the OAuth Authorization link. This opens DocuSign in a new tab where you log in and grant SecurityTrax access. Once authorized, SecurityTrax stores the OAuth credentials.

  4. Enter account details. After authorization, fill in the remaining fields:

    • Service Name — the name on the DocuSign service account.
    • Service Email — the email for the DocuSign service account. Consider creating a dedicated address such as docusign@yourdomain.com so the account is not tied to one person.
    • Account ID and API Account ID — found in your DocuSign account settings.

  5. Configure role defaults (recommended). Under Role Information, set default names and emails for roles that appear in your templates. For example, set the Back Office role to a shared email like dsbackoffice@yourdomain.com so back-office recipients are pre-filled when envelopes are created.

  6. Save the provider. Your users can now create DocuSign envelopes from the customer E-Docs tab.

Tip. Dealer program participants may have some of these steps pre-completed. Contact your dealer provider if you are unsure which settings to configure.

Creating DocuSign templates

DocuSign templates are created in the DocuSign platform, not in SecurityTrax. Once a template exists in your DocuSign account and SecurityTrax is authorized, the template appears in the Template dropdown when users create envelopes from a customer's E-Docs tab.

To create a template:

  1. Prepare your contract as a PDF. Convert your contract or agreement to PDF format before uploading.

  2. Create a template in DocuSign. Log in to DocuSign, go to Templates, and create a new template. Give it a descriptive name — consider adding "ST" to indicate it is used with SecurityTrax. Upload your PDF.

  3. Add recipients. Plan the signing order, then add recipients using the role names SecurityTrax expects:

    Role name Who it maps to
    Customer-Primary The customer on the account.
    SalesRep-Primary The sales representative assigned to the customer.
    Technician-Primary The technician assigned to the customer.
    Back Office A back-office staff member — use a real email address rather than a placeholder for this role.

    Use "Primary" or "Secondary" designations to define the signing sequence. Set recipients other than Back Office as placeholders — SecurityTrax fills in the actual name and email from customer data when the envelope is created.

  4. Place fields on the document. Select each recipient in sequence and drag DocuSign fields (signature, date signed, text, etc.) onto the relevant pages. Make sure the correct recipient is selected before placing each field.

  5. Configure SecurityTrax data labels. For text fields that SecurityTrax should auto-populate with customer data, configure the field in DocuSign as follows:

    • Uncheck Required Field.
    • Enable Read Only.
    • In the Advanced settings, enter a SecurityTrax data label in the Data Label field (e.g., ST_CustomerName).

    SecurityTrax recognizes these data labels and fills in the corresponding customer information when the envelope is created. See DocuSign Data Labels for the complete list of available field names.

  6. Test the template. Create a test customer in SecurityTrax, then create a DocuSign envelope from their E-Docs tab using your new template. Verify that all data labels populate correctly and that recipients receive the document in the right order.

DocuSign settings

DocuSign providers show additional settings after you select DocuSign as the Type.

Field Required? Type Validation Notes
Environment Yes Select Staging, Production, or Production Canada Choose the DocuSign environment this provider should connect to.
OAuth Authorization Yes, for OAuth setup Link Requires a saved provider and selected environment Opens DocuSign authorization in a new tab.
Cache Enabled No Checkbox None Allows SecurityTrax to cache DocuSign data when supported.
Service Name Yes, after credentials exist Text Required Name used for the DocuSign service account.
Service Email Yes, after credentials exist Email Valid email address Email used for the DocuSign service account.
Brand ID No Text None Optional DocuSign brand ID.
Account ID Yes, after credentials exist Text Required DocuSign account identifier.
API Account ID Yes, after credentials exist Text Required DocuSign API account identifier.
Embedded Signing Enabled No Checkbox None Enables embedded signer links for configured roles.
Embedded Roles No Checkbox list and text inputs None Roles allowed to use embedded signing.
Role Information No Repeating fields Role, email, and name Optional default recipient details by role.
Static Values No Repeating fields Key and value Optional static values sent with DocuSign envelopes.

SecurityTrax eDocs providers

A SecurityTrax eDocs provider does not need outside API credentials. It is the active provider record that SecurityTrax templates attach to.

You must add at least one active SecurityTrax eDocs provider before creating SecurityTrax-hosted templates. If none exists, the template create page shows a warning and disables Save until a provider is added.

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