Airtable and DocuSign Integration: Step-by-Step Tutorial

Dealing with contracts and agreements from Airtable to DocuSign should be easy.

You click on a button, the document goes out and the signature comes back. But when you look for a way to connect the two, there is no native integration.

The workaround isn't complicated once you know how to set things up. In this tutorial, I'll walk you through setting up the connection using an automation platform, configuring the triggers and actions, and handling the document generation step that most tutorials overlook.

Who is this for?

This guide is for you if you:

• Use Airtable to manage your business data
• Need to send documents for electronic signature regularly
• Want to automate the signature collection process
• Want signed documents to automatically update back in Airtable

What You Need Before Starting

To connect Airtable and DocuSign, you'll need a few things in place first.

The setup requires:

• An Airtable account with a base: This is where your business data lives - clients, contracts, deals, or any records you need signatures for.
• A DocuSign account: DocuSign offers a free developer sandbox for testing. You can sign up at developer.docusign.com and get API access enabled.
• An automation platform account: You'll use Zapier or Make to connect the two apps. Both offer free tiers to get started.
• Documents ready for signature: These can be static PDFs uploaded to DocuSign or dynamically generated from your Airtable data.

The whole setup takes about 15-20 minutes once you have these accounts ready (based on typical implementation times, 2024-2025).

What is the Airtable DocuSign Integration

There is no native integration between DocuSign and Airtable. There is no button you can click on either platform to link them together. You need to use a third-party automation tool like Zapier or Make (formerly Integromat) to create a bridge between the two.

The way it works is simple. Something happens in Airtable - like adding a new record, or a field changes - and that event tells DocuSign to do something like send a contract for signature. The automation tool sits in the middle, watching for changes in Airtable and passing instructions to DocuSign.

Let me describe a few terms that will help you navigate through the tutorial:

• Trigger: The event that starts your automation - for example "a new record appears in my Clients table"
• Action: What happens after the trigger fires. For example, "send an envelope in DocuSign."
• Middleware: The automation platform connecting your two apps. Zapier and Make (formerly Integromat) are the most common ones.

How to Set Up Your Airtable Base for DocuSign

Your Airtable base is where all your contract data lives. The way you organize this data determines how smooth everything runs later.

Required fields for document data

Every document you send through DocuSign pulls from specific data points in your base. You'll want to create fields that match the information your documents actually need.

Most document workflows use these core fields:

• Recipient name: The full legal name of the person signing the agreement.
• Recipient email: The email address where DocuSign will send the document.
• Document type: Whether it's a contract, NDA, proposal, or other agreement type.
• Status: Track whether each record is "Draft," "Ready to Send," "Sent," "Signed," or "Declined."
• Document attachment: An attachment field to store the final signed PDF.

Organizing records for signature workflows

Airtable views let you filter which records are ready for document sending. I create a view called "Ready to Send" that only shows records where a status field equals "Approved."

This approach prevents you from sending documents for incomplete or unapproved records. You can also add a checkbox field called "Document Sent" to track which records already have documents in flight. When you check that box, the record disappears from your "Ready to Send" view.

How to Connect Airtable and DocuSign

Let's walk through the actual setup. The process takes about 15-20 minutes once you have your accounts ready.

Step 1: Set up your automation platform account

Visit Zapier and create an account if you don't have one. From the Dashboard click "Create a Zap" to start a new automation.

Zapier will ask you to choose a trigger app first.

Step 2: Connect your Airtable base

Search for Airtable in the app list and select it. Zapier will prompt you to sign into your Airtable account and grant permission to access your bases.

After authorizing, you'll choose which base and table to use. Pick the table containing the records you want to trigger document signing. For a sales workflow, this might be your Deals or Contracts table.

Step 3: Select your trigger

Now you decide what event in Airtable kicks off the automation. Zapier offers several options:

• New Record: Fires every time you add a row to your table.
• Updated Record: Fires when any field in a record changes.
• New Record in View: Fires when a record enters a specific view you've created.

The "New Record in View" option is my favorite. You can create a view in Airtable filtered to show only records where Status equals "Ready to Send." Then the automation only fires for records that meet your criteria, not every single new entry.

Step 4: Connect your DocuSign account

Add DocuSign as your action app. Sign into your DocuSign account when prompted.

Zapier will ask for permission to send envelopes on your behalf. Grant this access to continue.

Step 5: Configure your DocuSign action

Select "Send Envelope" as your DocuSign action. This is where you map your Airtable fields to the DocuSign envelope.

You'll connect:

• The recipient's email address from your Airtable contact field.
• The recipient's name for the signature block.
• The document you want to send can be either uploaded to DocuSign or attached from a URL field in Airtable.
• A subject line and optional message.

Here are some guidelines:

• Number of Document Modules: This is the number of documents you want to include. For the demo, it will be 1.
• Document Source 1: Where the document comes from. You can have the document come from DocuSign or from an external source. For the demo, the document will come from DocuSign.

Take your time with the field mapping. Mistakes here mean documents go to the wrong people or show up with blank fields.

Step 6: Test and activate your integration

Zapier lets you test the automation before turning it on. Click "Test" and watch what happens. Check your DocuSign account to confirm the envelope arrived with the correct recipient and document.

If something looks wrong, go back and adjust your field mappings. Once the test passes, turn on your Zap.

Tip: Run your first few tests with your own email address as the recipient. This way you can see exactly what your clients will receive.

How to Generate Documents from Airtable Before Sending to DocuSign

But there is a gap in the basic integration: DocuSign sends documents for signature, but doesn't create them. You either upload a pre-made document in DocuSign or point to a file URL. With pre-made documents, it means you need as many pre-made documents as use cases.

If you want to generate a custom contract (you can show or hide some part of the contract based on Airtable data with TypeFlow) using Airtable data, you need an extra step.

This is where document generation tools come in. TypeFlow, for example, creates PDFs from your Airtable data using Google Docs templates.

You design your contract template once, with placeholders for client name, project details, pricing, and so on. Then TypeFlow fills in the blanks from your Airtable record and produces a finished PDF.

The complete workflow looks like this:

1. A record in Airtable triggers the automation.
2. TypeFlow generates a PDF using your template and the record's data.
3. The PDF goes to DocuSign for signature.
4. The signed document saves back to Airtable.

This approach gives you full control over document design while keeping everything automated from start to finish.

Step 1: Build your template with Google Docs

You can build your template with Google Docs. Let's say you want to build contracts. Add all the necessary information. When you want to add data from Airtable, you can add placeholders like this:

• {{variables}} - here is some documentation.

You can also implement conditional sections to show/hide sections based on Airtable field values. For example, it can be relevant to show some part of the contract for a Full-Time contract. And for a Contractor, it will be relevant to show other parts.

Step 2: Build your Flow with TypeFlow

Now that you have your template, we are going to connect your template with your Airtable data.

First, select the base you want to work with.

Then the table.

And finally, pick an attachment field where you want to save the generated document.

After that, you can map the data between Airtable fields and Google Docs variables.

And you can configure the conditional section, if you set it up.

Step 3: Import TypeFlow to Airtable and Connect to DocuSign

Now you can import TypeFlow to Airtable and set up the complete workflow.

Method 1: The Classic Implementation

You can add a button directly in your Airtable base:

1. In TypeFlow scroll to the bottom of the page and click on "Classic Implementation"

2. Copy the URL, it should look like this: "https://app.typeflow.us/api/generate-doc?record_id="&RECORD_ID()&"&table_id=xxx&flow_id=xxx"

3. Go to your Airtable table and add a new button field

4. Paste the URL from TypeFlow to the URL Formula

Now whenever you want to generate a contract, you can click the button in Airtable and it will generate the PDF for you.

But now you will need to use the Airtable Automation. You can directly go to Method 2 at step 7 to continue the DocuSign integration.

Method 2: The Automated Implementation

For this approach, you'll use Airtable Automation to automatically generate the PDF and send it to DocuSign.

Creating PDFs Automatically

In this example, we will use the Airtable Automation. For the purpose of this article, we will trigger the PDF generation whenever the field Status, for any record, is equal to "Ready to Send".

1. Go to Automation in Airtable

2. Click on "Add a trigger" and Choose "When a Record matches a condition"

3. Select the table you want to trigger the automation on

4. Select the field you want to trigger the automation on (in this case the "Status" field)

5. Select the condition you want to trigger the automation on (in this case "is")

6. Select the value you want to trigger the automation on (in this case "Ready to Send")

7. Now choose a record that matches the condition

8. Now click on "Add an advanced logic or action"

9. Pick "Run Script". A new popup appears.

10. Go back to TypeFlow and select "Automation in Airtable". Copy the script.

11. Paste the script in the popup.

12. In the left-side of the popup, do not forget to configure the variable input, record_id. You need to select Airtable Record ID from the dropdown. See the image.

13. Test your script, and see if it works. Adjust if needed (most of the time the error comes from the record_id variable - see step 12).

Sending the Generated Documents to DocuSign

14. Add another action to send the PDF generated to Zapier through a webhook. You can do that by running another script.

let inputConfig = input.config();

let recordId = inputConfig.recordId;
let pdf = inputConfig.pdf;
let email = inputConfig.email;
let name = inputConfig.name;
let data = {
    pdf,
    recordId,
    email,
    name
};

// Fetch to Zapier webhook
let response = await fetch('https://hooks.zapier.com/hooks/catch/xxx/xxx/', {
    method: 'POST',
    headers: {
        'Content-Type': 'application/json'
    },
    body: JSON.stringify(data)
});

let result = await response.json();
console.log(result);

output.set('response', result);

In this case, I send email, recordId, name and pdf. Those are the minimum information to send. But you can send more. Do not forget to configure variables on the left.

15. Create a new Zap in Zapier. As a trigger, use a catch hook. It will share a URL, use it in your script. It must replace the URL in the script shared above.

16. Create an action. Choose "Send Envelope using Document". This time use "externalFile" and the document will be the pdf you sent from Airtable. Keep mapping the other fields. I put the recordId in the Document Name.

Now, whenever a new document is generated, it is automatically sent to DocuSign. Then DocuSign will send the document to the recipient to sign.

Sending the Signed Document from DocuSign back to Airtable

Now, let's implement a new automation in Zapier.

17. Create a new automation in Zapier. This time, select the trigger "Envelope Completed" from DocuSign.

18. Implement a filter in your Zap. The goal is to make sure we only handle Envelopes that have been signed.

19. As a next step, use the Formatter by Zapier. In the document name, we are going to extract the recordId we put in the Document Name. The recordId will be used to send the document back to Airtable! Without it, it will be harder!

Use this pattern:

.* - (rec\w+)

20. Now update a record in Airtable. You must use the recordId you retrieved in the previous step. Also, from DocuSign step, when a document has been signed, you will use the Document File URL. And use this URL in the Airtable Fields of your choice (in an attachment field ideally).

Now your flow is implemented. You can generate a personalized document from Airtable, send it to DocuSign. Once the document is signed, it is sent back to the correct Airtable record.

Use Cases for Airtable and DocuSign Automation

Sales contracts and proposals

When a deal in your Airtable CRM moves to "Closed Won," the automation sends the contract to your client. The document pulls in the client's name, company, deal value, and terms from the record. Your sales team doesn't touch a thing.

HR onboarding and offer letters

Add a new hire to your recruiting base, and the offer letter goes out for signature. The candidate signs electronically, and the completed document attaches to their record. HR can track who has signed and who hasn't from a single Airtable view.

Client agreements and service contracts

Agencies and consultants often have standardized service agreements. When a new client record is created, the agreement generates and sends. This works well when your contracts follow a consistent format with variable details like scope, timeline, and pricing.

Real estate leases and property documents

Property managers tracking units in Airtable can automate lease renewals. When a lease approaches its end date, the new agreement goes to the tenant. Signed leases attach to the property record for easy reference.

Best Practices for Your Airtable DocuSign Workflow

Following a few simple practices prevents common problems and keeps your automation running smoothly.

Create a dedicated view for triggers

Filter to show only records ready for document signing. This prevents the automation from firing on incomplete entries. A view called "Ready to Send" that filters for Status = "Approved" keeps your automation focused on the right records.

Add a status field

Track whether each record is "Draft," "Ready to Send," "Sent," "Signed," or "Declined." Update this field with a second automation when DocuSign events occur. This gives you complete visibility into where each document stands in the signing process.

Test in sandbox first

Use DocuSign's developer environment and test email addresses until you're confident the workflow is correct. This prevents accidentally sending test documents to real clients. Run through the entire flow at least three times before going live.

Name automations clearly

When you have multiple Zaps running, names like "Send Contract on Deal Close" are easier to troubleshoot than "Zap 1." Clear naming helps you and your team understand what each automation does without opening it.

Set up failure notifications

Configure your automation platform to email you when something breaks. Catching errors early prevents missed signatures. Most automation platforms can send you alerts when a Zap fails or encounters an error.

Store signed documents in Airtable

Add an attachment field to your Airtable base to save the final signed PDF directly to each record. This keeps all client-related documents organized in one central location instead of scattered across email or Google Drive.

Common Issues and How to Fix Them

Even well-configured automations sometimes hit snags. Here are the most common problems and how to fix them.

Connection and authentication errors

If your automation stops working, the connection between your apps may have expired. Go into your automation platform and re-authorize both Airtable and DocuSign. Also check that your DocuSign account still has API access enabled in the admin settings.

Missing or incorrect data in documents

When documents arrive with blank fields or wrong information, the problem is usually in your field mapping. Double-check that each DocuSign field points to the correct Airtable field. Also verify that the Airtable record you're testing has data in all the mapped fields.

Automation fails to trigger

If nothing happens when you expect it to, start by confirming the automation is turned on. Then check that your test record meets the trigger conditions. If you're using "New Record in View," make sure the record actually appears in that view. Review the automation logs for specific error messages.

Documents sent to wrong recipients

This happens when the email field mapping is incorrect or when you're pulling from a field that contains multiple email addresses. Verify your Airtable email field contains a single, valid email address and that your automation maps to the correct field.

Benefits of Automating Document Signing

Automation transforms document signing from a manual task into a background process that runs itself. The benefits extend beyond just speed.

Save time on document management

Manual document sending means downloading PDFs, composing emails, attaching files, and following up with reminders. With automation, documents go out automatically based on your defined triggers.

If you process 20 contracts per month, automation saves roughly 3-4 hours of work each month just from eliminating the manual sending process.

Improve tracking and visibility

Every document status lives in Airtable. You can see at a glance which contracts are out for signature, which have been signed, and which need follow-up. This visibility helps managers and teams stay on top of the signature pipeline.

Reduce errors and inconsistencies

Automated field mapping eliminates typos and copy-paste errors. The right data goes into the right document fields every time. Manual processes cause errors and rework for 48% of information workers (Adobe/IDC, 2024).

Scale your signature workflow

As your business grows, you can handle more documents without adding manual work or hiring staff. An automated system processes 100 documents as easily as it processes 10. This scalability means your operations can expand without your administrative burden growing at the same rate.

Start Automating Your Document Workflow Today

Connecting Airtable and DocuSign removes the manual work of sending documents for signature. Records in your base can trigger envelopes, and signed documents can update your records, all without copying and pasting or switching between tabs.

If you want to generate custom documents from your Airtable data before sending them to DocuSign, TypeFlow handles that step. You design your template in Google Docs, map your fields, and let the automation do the rest.