Add Role to Existing DocuSign Workflow

Dylan T

Hello,

I recently took over management of a DocuSign workflow and we need to add a new role to the DocuSign template and in the mapping configuration in Smartsheet. I think I've added the new role to the DocuSign template correctly by adding a new step in the signing order and completed the new message, but the new role is not showing up in step 4 of the mapping configuration, see snips below.

Is there a way to resync the mapping in Smartsheet with what's in DocuSign or will I need to rebuild the workflow in Smartsheet to bring in this new role.

Thanks!

ChristianFinke

Hey @Dylan T

You're almost there! Sometimes Smartsheet just needs a little nudge to recognize changes in the DocuSign template. Try this:

Unlink and Re-link the Template – In Smartsheet, unlink the DocuSign template, then re-link it to make sure it pulls in the latest updates.
Check the Mapping Again – After re-linking, head back to step 4 in the config to see if the new role shows up.
Rebuild as a Last Resort – If that doesn’t work, you might need to rebuild the workflow to get everything synced properly.

If you need any help figuring this out, just check my signature!

Dylan T

Hi @ChristianFinke

I tried to select a different template to then re-select the one I want in an attempt to re-link it, but I cannot select another template. They seemed to be locked/greyed out/my cursor has a red circle with a slash through it. Is this because I didn't build the initial document mapping?

Dylan T

@ChristianFinke Found my issue. In DocuSign I had the new role as "allow to edit" as this new role needs to add a support file, but not sign. After changing the role to "Needs to Sign" I now see the new role in step 4 of the mapping configuration in Smartsheet.

Do you know if there is an option to have an assigned role in DocuSign of editor but not signer or does the integration only support signers?

Thanks!

ChristianFinke

Hey @Dylan T,

Glad to hear! Smartsheet’s integration with DocuSign primarily recognizes roles assigned with a "Needs to Sign" action. At the moment, the integration doesn’t fully support non-signer roles like "Editor" within the template mapping configuration. This is because Smartsheet treats roles as actionable steps—meaning every role must have a signing responsibility to show up in the mapping.

One workaround might be to create a placeholder signer role and add an optional signature or comment field that your editor can complete. That way, you preserve the workflow without requiring them to provide a formal signature.

Let me know if that helps or if you'd like to explore other solutions!