📝 Introduction:

When automating document signing processes in Zenphi, you have two powerful options for integrating with DocuSign: Send Document for Signing and Send Template for Signing. Each offers distinct advantages and fits different scenarios depending on your needs for customization, data integration, and signing control.

In this article, we’ll walk you through the differences, pros and cons, and decision points to help you choose the best action for your use case. Whether you’re building dynamic, data-driven workflows or leveraging DocuSign’s pre-configured templates, this guide will clarify your path.

🔍 For a visual walkthrough, check out our companion video on YouTube:Watch it here

Overview of Each Action

📄 Send Document for Signing

This action allows you to dynamically generate and send documents for signing directly within Zenphi. It's ideal for workflows that require personalized documents tailored to individual recipients.

Key Features:

• Dynamic Document Generation: Create documents on-the-fly using data from various sources within your workflow.
• Recipient Management in Zenphi: Define and manage recipients directly in Zenphi, offering flexibility in assigning roles and routing.
• Customizable Workflows: Leverage Zenphi's full suite of actions to build complex, data-driven signing processes.

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📑 Send Template for Signing

This action utilizes pre-defined templates created in DocuSign. It's suitable for standardized documents that are repeatedly sent with minimal changes.

Key Features:

• Template Utilization: Use DocuSign templates that include predefined fields, recipient roles, and signing orders.
• Recipient Configuration in DocuSign: Manage recipient roles and permissions within the DocuSign template, allowing for advanced configurations.
• Pre-fill and Editable Fields: Define fields in the template as pre-filled (read-only) or editable by the recipient, enhancing control over the signing process .

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🔄 Key Differences

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📝 Choosing the Right Action

• Use "Send Document for Signing" when:

  • You need to create personalized documents with data from various sources.
  • Recipient roles and routing need to be defined dynamically within the workflow.
  • High customization is required for each document sent.

• Use "Send Template for Signing" when:

  • You're sending standardized documents with consistent content and structure.
  • Recipient roles and permissions are predefined and managed within DocuSign.
  • You want to leverage DocuSign's advanced template features, such as pre-fill and editable fields.

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Pros and Cons:

✅ Send Document for Signing

Pros:

• **Highly Customizable:**You can dynamically generate personalized documents for each recipient using data from spreadsheets, databases, forms, or APIs.

• **Full Zenphi Integration:**Recipients, roles, and document content are all configured directly within the Zenphi flow builder — keeping everything in one place.

• **Dynamic Recipient Control:**Allows defining different recipients at runtime using variables or outputs from earlier steps.

• **Supports Conditional Logic:**Can use logic to include/exclude fields, attachments, or recipients depending on the scenario.

• **Data Merging & Flexibility:**Merge custom data (text, tables, images) into documents using Zenphi’s “Create Document from Template” action.

Cons:

• **Manual Field Mapping:**All signature and form fields must be added and mapped manually within Zenphi.

• **Limited Visual Design Tools:**Doesn’t leverage DocuSign’s advanced drag-and-drop template designer.

• **Requires Placeholder Planning:**Placeholders must be correctly inserted and styled in the source document (e.g., white-colored signature fields).

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✅ Send Template for Signing

Pros:

• **Leverages DocuSign Templates:**Pre-designed templates make it easy to use a standardized structure for frequently used documents.

• **Advanced Field Options:**You can set fields as read-only (pre-filled) or editable, which is not currently available through Zenphi document creation alone.

• **Built-in Recipient Roles & Routing:**Recipient logic (roles, signing order, access control) is pre-configured in the template, reducing setup time in Zenphi.

• **Quick Deployment for Repetitive Use:**Ideal for sending the same document (e.g., NDA, invoice approval, offer letter) to many people without reconfiguration.

Cons:

• **Recipient Management in DocuSign Only:**Recipients must be configured in the DocuSign template — less flexibility for runtime customization.

• **Less Dynamic Content Control:**Template documents are fixed; you can’t fully customize text, tables, or layout per recipient as easily.

• **Separate Template Maintenance:**Managing and updating templates requires switching to the DocuSign UI.

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📌 Summary Comparison

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Decision Guide: Which One Should You Use?

Choose Send Template for Signing if:

• You already have standardized documents stored in DocuSign.
• You want to use DocuSign’s built-in field settings like read-only or editable fields.
• Recipients and routing logic are the same every time.

Choose Send Document for Signing if:

• You need dynamic, personalized documents based on input from forms, sheets, or databases.
• Recipients change with each flow run.
• You want full control over document content and process flow within Zenphi.

➡️ Tip: For highly personalized, data-driven workflows, go with Zenphi’s document-based setup. For consistency and speed in repetitive processes, templates are your best friend.

Final Recommendation

Both actions serve the purpose of sending documents for signature, but they shine in different scenarios.

If you're looking for maximum flexibility, deep customization, and tight integration with your Zenphi flows, the “Send Document for Signing” action is the superior choice. It allows you to dynamically generate documents, tailor recipient fields, and incorporate data from virtually any source—all within a single flow run.

However, if you're already using DocuSign templates, require advanced DocuSign-only features (like setting fields as prefilled, read-only, or editable), or prefer managing recipient roles and routing logic directly in DocuSign, then the “Send Template for Signing” action may better suit your needs.

👉 In short:Go with Send Document for Signing for versatility and power.Choose Send Template for Signing if you rely on DocuSign’s UI and specialized field configurations.