The Ultimate Guide to Setting Up Your Docubee Account

Some say that automation is key to great business, and we agree. Laying a strong foundation for your business to thrive with workflow automation can save you time and money, allowing you to focus on what truly matters.

In this article, we’ll dive into everything you need to know about getting your Docubee account set up so you can get the most from our workflow automation, eSignature, document, and forms features. We’ll cover how to adjust settings, manage your organization, and set up your workspace. Let’s get started.

1. How to Start a Free Trial
2. How to Sign Up for a Paid Account
3. An Overview of Organizations in Docubee
   1. What is an Organization?
   2. What is an Administrator?
   3. What is a Member?
   4. How to Manage Your Organization
   5. How to Change Your Organization’s Name
   6. How to Add Custom Branding to an Organization
4. An Overview of Members
   1. What are members in Docubee?
   2. How to invite members to your organization
   3. How to edit and manage members
   4. How to delete members from your organization
5. A Guide to Workspaces
   1. How to create a workspace
   2. Adding workspace members
   3. Deleting workspace members
6. How to Set Up Docubee API
   1. Generating Access Tokens
   2. Revoking Access Tokens
   3. How to Try Docubee API
7. Getting Support

Starting Your Free Workflow Automation Trial

If you don’t already have a Docubee account, you can get set up with a free 14-day trial to see how workflow automation and eSignatures work. You don’t even have to enter any credit card details and you get full access to everything in Docubee. Pretty sweet, huh? Here’s how:

1. Click one of the free trial buttons on the ontask.io site or follow this link.
   
   
2. Enter your email address into the sign-up prompt and hit ‘Next’.
   
3. Create a unique password and hit ‘Sign Up’.
   
4. Enter the unique code sent to your email and press ‘Verify My Email’ and you’re all set!

Signing Up for a Paid Account

Whether you’ve tried Docubee before and are already a fan of workflow automation, or are just ready to sign up for a new account, follow these steps.

1. Go to your account settings by hitting the gear icon in the lower-left corner of your screen.
2. Navigate to the billing section of your account settings as shown below.
   
3. Select your plan and enter your card information and click the ‘Complete Purchase’ button.

Now that you have the tools needed to sign up, let’s get into the details of managing organizations in your account.

Overview of Organizations in Docubee

What is an Organization in Docubee?

We’re glad you asked. In Docubee, an organization is an entity that contains both workspaces and members in it (don’t worry, we’ll explain what those are in a little bit more detail later). Each of your organizations works independently, and therefore billing is configured at the organizational level.

Organizations are usually tied to your business, and workspaces are used for the different departments within your business. Most people have one organization, but if you have multiple businesses or another use case that calls for its own organization, you don’t need to worry — you can have as many, customizable organizations under your Docubee account as you’d like.

View our help center article on everything you need to know about organizations for more info.

What is an Organization Member?

All this talk about members probably has you curious about what they are.

In essence, members are Docubee users who are part of a workspace or organization and do not have admin permissions. This means they can build workflows, send documents, and use all of Docubee’s features, but can’t change settings or add people to your organization or workspace. Only administrators can make changes to settings.

Now you may be thinking, “Okay. So what exactly is an account administrator, then?” Keep reading and we’ll tell you.

What is an Organization Administrator?

Before we jump into how you make edits, it’s important to learn the difference between organization administrators and members.

Administrators are members of your organization that are given the ability to customize your organization, its settings, and all of the workspaces and members within that organization. Therefore, to make changes to your organization, you need to be an administrator. If you are the one who created the organization, you will be automatically assigned as the administrator.

Organization admins can add new members to their organization and any workspaces within it, as well as assign roles at both the organization and workspace level. In short, the organization admin rules all.

You can find more info on the different types of administrative roles in Docubee here.

How to Manage Your Organization

Now that you know what an organization and its members are, it’s time to learn how to manage your organization. 

Continue reading to learn how to manage your organization’s settings.

2 Ways to Access Your Organization Settings

Navigate to the settings section by clicking the gear icon in the lower-left corner of the screen.

Alternatively, you can also click on your organization name in the top right corner and hit ‘Manage Organization’. You can also switch to a different organization under this selection by hitting the ‘Switch Organization’ button.

You’re in Your Organization Settings….Now What?

Once you’re in your organization’s settings, there are tons of different things you can do, including adding custom branding for your site and the emails sent from the organization, managing organization members and workspaces, adding webhooks, and more. 

How to Change Your Organization’s Name

Before diving into Docubee, we recommend changing the name of your organization to ensure it reflects your business. As we mentioned earlier, an organization is typically used to represent a business as a whole, so using your company name is ideal.

Here’s how to change the name of your organization:

1. Ensure you are in the right organization by checking the organization name in the top right-hand corner. If you only have one organization, then you’re good to go.
2. Next, enter the name of your business into the ‘Organization Name’ field.
3. Finally, we recommend adding your company’s name in the organization URL field as well. This will ensure links to workflows or tasks sent from your organization have your company’s name in them. You can learn more about custom URLs for workflows here.

How to Add Custom Branding

Custom branding allows you to customize your emails and forms on your site that are powered through Docubee with your company’s logo and brand colors. Taking a few minutes to set this up is a great way to ensure a consistent look and feel for customers who may be signing documents or submitting their info.

Here’s how to set up your custom branding:

1. Upon clicking on your organization’s settings, you’ll automatically be dropped in your organization’s branding settings.
2. Under the ‘Site Branding’ tab, you can add a company logo, update brand colors, and customize your forms.
3. To customize emails sent from Docubee, click the ‘Email Branding’ tab. Here, you can upload your company logo, customize a header background color, and adjust the button color in your emails.
   

Note: You can also toggle on the ‘Send workflow emails from my mail server’ button in the email settings. Doing this allows you to enter your email server’s SMTP information, which allows you to send emails from your own servers using Docubee.

View our help center article on updating custom branding within Docubee for more detailed steps.

Didn’t find the steps you needed? You can learn more info about managing your organization as a whole here.

Overview of Member Management

Knowing how to manage members is an important piece of keeping your organization in good standing. 

We’ll show you how to add members, edit, manage, and delete them from your organization in this section.

How to Add/Invite Members to Your Organization

When you’re getting set up, you’ll want to begin by inviting your employees to your Docubee organization and giving them the proper permissions. 

Follow these 3 easy steps to add members to your new organization:

1. Navigate to the ‘Members’ section of your organization.
   
2. Enter the email address of the person you’d like to invite into the ‘Emails to Invite’ box as shown below. This area is at the top of your member settings.
3. Select whether their role will be ‘Member’ or ‘Admin’.
4. Hit the ‘Send Invitation’ button.
   

Your invitation will be sent to the email address added. Once received, the user can follow the link in their email to set up their account.

How to Edit and Manage Organization Members

If an employee within your organization changes positions, you may want to update their role in Docubee to adjust their permissions.

1. From your member’s view, find the name of the person you’d like to remove. You can also search for their name using the search bar at the top of your member’s list.
2. Click into the ‘Role’ box by their name, and select either ‘Member’ or ‘Admin’. Doing this will automatically update their permissions.

How to Delete Members from Your Organization

Did one of your employees move departments? Or maybe leave their position? You’ll want to remove their access from your organization if that’s the case. Luckily for you, it’s incredibly easy.

1. From your member’s view, find the name of the person you’d like to remove. You can also search for their name using the search bar at the top of your member’s list.
2. Click the trash can icon next to their name. This is found next to their role.
3. Then, all you have to do is click the ‘Remove’ button on the confirmation message. Please note, all data for this member will be erased. This action cannot be undone.

Overview of Workspaces

Below you’ll find everything you need to know about workspaces in Docubee. You can find a full list of your workspaces on the left-hand side of your settings under ‘Workspace Management’. To select a workspace, simply click on its name.

What is a Workspace?

Workspaces in Docubee are parts of an organization. Workspaces contain workflows and members and are often divided into departments, like marketing or sales.

You can find more info on workspaces here.

Here’s how you can create, manage, and add members to your workspaces.

How to Create a Workspace

In just 2 steps, you can create a workspace for your department. You can have as many workspaces as you want with your organization.

1. Navigate to the area titled ‘Workflow Management’ as shown below, and hit the ‘+ Create Workspace’ button.
2. Enter your workspace name and hit ‘Create Workspace’. Ensure the ‘Add me to this workspace’ selection is checked so that you are able to edit and manage the workspace.

Now that you’ve created your first workspace, it’s time to customize it.

Changing Your Workplace Name & Support Email

To update the name of your workspace navigate to the ‘General’ tab. Here, you can also change the support email that users send messages to in the event of a workflow error. It doesn’t happen often, but it’s a great safeguard to have in place!

Ensure you hit the ‘Save’ button when you add your changes.

Adding Workspace Members

After creating your workspace, you can add users to it from your organization. The reason we keep these separate is to give you the ability to secure access to only certain members. 

Segmenting access this way comes in handy for businesses dealing with sensitive health documents or patient/client information. Docubee is HIPAA compliant, and this is just one of the ways we ensure you’re able to meet the privacy standards necessary for compliance.

Now, let’s get into how to add these members to your workspace.

1. To add a member to your workspace, navigate to the ‘Workspace Members’ section of your settings.
2. Enter the email of the person you’d like to invite and choose whether you’d like them to be a member or admin of your account. Remember, admins are able to change workspace settings and manage members.
3. Once everything is entered, hit the ‘Add to Workspace’ button to save.
   

Deleting Workspace Members

Just like adding a workspace member, knowing how to remove employees from your workspace is also important. This way, if an employee leaves your company or changes departments you’ll be able to ensure the proper access is in place.

Use these 3 easy steps to delete workspace members:

1. To delete a member from your workspace, navigate to the ‘Workspace Members’ section of your settings. 
2. Find the name of the member you’d like to delete and hit the trash can icon next to their name.
3. Click the ‘Remove’ to confirm your selection.

Updating Workspace Branding

For each workspace under your organization, you can customize branding. Please note, when you update your organization branding, each of your workspaces will have the same settings by default.

This can be useful if you use separate colors or logos for different products or services, or even departments at your business.

Customizing workspace branding is much the same as customizing your organization’s branding. Simply navigate to the workflow settings of your workspace and start customizing.

How to Set Up Docubee API

If you are a Docubee API customer, you may be looking for info on how to integrate our eSignature solution into your native platform or application. Well, you’re in the right place. Here is a step-by-step explanation of how to add your API access token, and all of the tools you need to get set up.

Steps to Connect Docubee API

1. Add Access Token.
2. Log in to Docubee.
3. Click “Manage”.
4. In the left sidebar, select the group to which you want to create an access token for
5. Click “Access Tokens”.
6. Choose a name for this API connection.
7. Choose the permission level.
8. Click “Generate Tokens”.
9. Copy the token to your clipboard by clicking the copy icon or using the shortcut keys on your keyboard.

How to Remove a Docubee API Connection

1. Revoke Access Token.
2. Log in to Docubee.
3. Click “Manage”.
4. In the left sidebar, select the group to which you want to add a member.
5. Click “Access Tokens”.
6. Click “Revoke”.

Knowing where to find our API documentation is also helpful for you or your developers who may be managing Docubee API. You can find API documentation here.

How Do I Try Docubee API?

You can try the Docubee API for free by accessing our API key. Once you’ve got your key, you can start testing our API to upload a document, send a document for signature, get the status of a document, or download signed documents. You can learn more about Docubee API here. And if you have more questions, feel free to contact us here.

Need More Help to Get Started?

If you need more guidance to get started, we can help. There are a few different ways you can reach out to our team:

1. Use the Chat Box on Our Website

Simply click on the conversation bubble in the right-hand corner of the screen, give us your info, and we’ll connect you with a customer support representative.

2. Get Help In the Docubee App

You can also contact us from within the app by clicking on the life float ring in the top right corner of the screen.

We hope this guide will help you get started with Docubee. Happy automating!