Ramp for Docusign IAM

Quick Start

Implementation Guide & Known Behaviors

The app works with Vendors, Contracts (Ramp's vendor agreements), Bills and Users. Field labels are the words of Ramp's own screens. Every object has Record ID, which is read-only; fields Ramp does not let you edit, such as a bill's amount or a vendor's spend, can be read but not written.

Building Workflows

• Find a record with a Read from Ramp step, filtered by a field you know, such as External ID on Vendors or Invoice Number on Bills. Use the Record ID it returns in every later step: Writeback (Update) and File Upload (the subfolder). In the variable picker a field of the Read step is named after its object, for example Vendor / Record ID.
• The Writeback step returns the Record ID of the record it created or updated. Use it in a later File Upload step.
• A Read step that finds no record does not stop the workflow. Its variables are empty.

Searching for a Record

• Searchable fields are marked (Searchable) in the field list; any other field can be read and mapped but not used in a matching rule. A rule on another field stops the step and names the searchable fields.
  • Vendor: Record ID, Vendor Name, External ID, Vendor Status, Vendor Owner ID.
  • Contract: Record ID, Vendor ID, Auto-Renewal, Contract Status, Contract Owner IDs, Department ID.
  • Bill: Record ID, Invoice Number, Vendor ID, Payment Status, Approval Status, Payment Method, Remote ID, Entity ID, Purchase Order ID.
  • User: Record ID, Email, Employee ID, Role, Status, Department ID, Work Location ID, Legal Entity ID.
• Operator: the rule editor offers Equal to. Conditions on different fields combine with AND; an OR rule stops the step.
• Record ID identifies one record. When a rule contains Record ID, its other conditions are not applied. A Record ID that matches nothing reads as no match, so Update or Create falls through to create and Update stops with Ramp's not-found message.
• Vendor Name is matched ignoring letter case and repeated spaces. Several vendors can share a name; A single record returns the most recently created one. Identify a vendor by Record ID or External ID and use the name for lookups only.
• External ID and Invoice Number match exactly and are case-sensitive: qa-ext-0000 does not find QA-EXT-0000.
• Vendor Status can only narrow a search: combine it with Vendor Name, External ID or Vendor Owner ID. On its own it stops the step, because Ramp cannot list vendors by status. Active never matches a vendor on hold.
• Vendor Owner ID returns only the vendors that owner manages.
• Payment Method on Bills: Direct debit and the other methods Ramp's bill filter does not take (Automatic card payment, Early payment discount, FedNow, RTP, Unspecified, Vendor credit) need a second condition, such as Vendor ID or Invoice Number.
• Users: Role searches by Ramp's words (Owner, Admin, Accounting, Employee, Guest, IT admin, Auditor); Status by Active, Inactive, Suspended or Not invited yet. A search without Status returns active, inactive and not-yet-invited users.
• A status word Ramp does not use stops the step with the allowed words.
• A semicolon in a condition stops the step; a comma is part of the value (Go, Kubernetes, Terraform looks for one vendor with that name). Values are trimmed.
• A search that Ramp cannot complete within ten pages or nine seconds stops the step and asks for a narrower rule; it never returns a short or empty list in its place.

Reading Record Data

• Vendors: Spend (Last 30 Days) and Spend (Last 365 Days) are the two windows Ramp's vendor list shows, in major units beside Spend Currency. The four Contact fields read the vendor's default contact.
• Contracts: Contract Status reads the words of Ramp's status filter: Active, Planning to renew, Evaluating, Renewal requested, Renewal rejected, Renewed, Won't renew, Ended, Terminated. Days Remaining counts to the Last Date to Action when one is set.
• Bills: Status reads Ramp's Bill Pay status column (Awaiting approvals, Waiting for transfer match, Paid and the others). Payment Date is the day the bill was paid and is empty before payment; Scheduled Payment Date is the day Ramp plans to pay. Payment ID is the id Ramp prints as "PAY# …". Bill Owner is the owner Ramp's API reports; Ramp's bill list shows the submitter.
• Users: Role is Ramp's main role (Admin, Accounting, Employee, Auditor, IT admin, Guest or Owner). Additional roles such as Accounts Payable are not available to the step. Status reads Not invited yet for a user Ramp has not invited.
• Empty fields are left out of the result.

Writeback Behaviors

Vendors

• Create needs Vendor Name and Contact Email. External ID must be unique in the Ramp business. Description can only be set with an Update; Vendor Owner only on Create. Ramp's screen lets a vendor have several owners; the step carries one.
• Contact: on an Update, a Contact Email the vendor already has changes nothing; a new one is added as the default contact and the previous contact stays. Ramp cannot edit a contact's name or phone, so such a change is skipped, and stops the step when it carries nothing else.
• Address travels as a set (Address Line 1, City, Address Country, Postal Code); an Update that changes part of it is completed from the stored address. Writing an address also sets Ramp's default payment method for the vendor to Check by mail at that address.
• Vendor Status is offered under the Writeback step's Update setting only (not under Update or Create). Active releases a hold or reactivates an inactive vendor before the other fields are written; On hold and Inactive are applied after them (On hold with the reason "Placed on hold by a Docusign workflow"); Inactive on a held vendor releases the hold first. A status the vendor already has writes nothing. On hold on an inactive vendor stops the step: map Active first. Pending and Unmanaged are set by Ramp and cannot be written; mapping one of them stops the whole step, so the other fields in that step are not written either. The step reads the status back and stops, naming what Ramp shows, if it differs.
• An inactive vendor cannot be edited: map Vendor Status = Active in the same step to change it. Reactivation needs a Vendor Owner, which only Ramp's own screen can set on an existing vendor.

Contracts

• Create needs Contract Name, Start Date, Total Value and the vendor (Vendor ID or Vendor Name). Auto-Renewal defaults to No and Reminders to Yes. A contract created without owners gets the business owner. The vendor of a contract cannot be changed.
• Total Value on an Update keeps the contract's currency; Currency without Total Value stops the step. Ramp accepts a negative Total Value and an End Date before the Start Date.
• Contract Status is read-only (Ramp ignores it on update): record a renewal decision in Description or in a document.

Bills

• The updatable fields are Invoice Number, Due Date, Invoice Date, Description, Memo for Vendor and Remote ID. Updates land on bills in any status. Amount, vendor and payment fields are read-only, and creating a bill stops the step with the reason.
• Description and Memo for Vendor take plain ASCII text up to 1000 characters. Typographic quotes, dashes, ellipses and non-breaking spaces become their plain twins; any other character outside ASCII stops the step, naming it.

Users

• Role reads and writes Ramp's words: Admin, Accounting, Employee, Auditor, IT admin or Guest (never Owner; "Bookkeeper" is accepted for Accounting). Scheduled Deactivation Date cannot be set for admins or owners (Ramp's rule, relayed).
• Creating a user stops the step: Ramp invites users through its own flow.

Picklists

Files

• Two drives: Contracts and Bills. The folder is the record's Record ID, mapped from the Read or Writeback step; one subfolder level only.
• Files up to 31 MB; a larger file stops the step, naming its size. Formats: CSV, DOC, DOCX, JPEG, JPG, PDF, PNG, XLS, XLSX on both drives; XML on bills; MD and WEBP on contracts. TXT is refused by Ramp.
• Where the file lands is described under File Upload to Ramp.

Connection

• Ramp's access request lists create, update and delete rights for vendors, bills and users: these are the scopes Ramp groups together. The app never deletes anything.
• Clicking Cancel on Ramp's access request opens Ramp's home page in the same window; no connection is created. Close the window and start again from Connect Account.
• After an update of the app that changes its fields, run Reconnect on the connection, re-open the Ramp steps and re-map renamed fields. The release notes state when this is needed.

Installation and Configuration

Prerequisites

• A Ramp business, and a Ramp user who is an Admin or Business Owner (only these roles can authorize the app).
• A Docusign account with admin rights to install and manage apps in the App Center.

How to Install the App

• Open the Docusign App Center and search for Ramp in the search bar.

  Docusign App Center search results showing the Ramp extension app by Fluidlabs.

• Click the Ramp app card to open its detail page, then click Install App.

• Review the access the app requests and click Install and Authorize.

The app now appears with an Installed status.

Connecting Your Account

• On the installed app page, click Connect Account.

• Connection Visibility: choose how the connection is shared:

  • Private: accessible only by you in Docusign.
  • Shared: accessible by multiple users or the whole team.

  The Connection Visibility step with Private and Shared options.

• Name Connection: enter a name. It appears in workflow steps, so make it easy to identify. Click Log In.

  The Name Connection step with a connection name entered.

• Sign in to Ramp if you are not signed in already.

• On Ramp's access request, review the permissions and click Authorize. Ramp lists create, update and delete rights for vendors, bills and users because that is how it groups its permissions; the app never deletes anything.

• If you click Cancel instead, Ramp opens its home page in the same window. No connection is created. Close the window and start again from Connect Account when you are ready to connect.

The connection is added and ready to use in workflow steps. Each connection works with one Ramp business: the one the access request was authorized for.

Managing Connections

On the Ramp app page, open the Manage dropdown.

The Manage dropdown on the Ramp app page showing New Connection, Manage Connections, Manage Apps, and Uninstall App.

Select Manage Connections to see every connection.

The Ramp connections list showing a connection with an Active status and the New Connection button.

Use the three-dot (⋮) menu next to a connection:

The connections list with the three-dot menu open showing Edit connection name, Reconnect, Reload Objects, and Delete Connection.

• Edit connection name: rename the connection.
• Reconnect: sign in to Ramp again. Use it when a step reports that the connection must be reconnected, or when the app's release notes ask for it.
• Reload Objects: refresh the objects and fields after an update of the app.
• Delete Connection: remove the connection. ⚠️ This may break workflows that use it.

Adding a New Connection

Use Manage → New Connection on the app page, or + New Connection on the Connections page. Each connection appears separately in workflow steps. To work with a second Ramp business, add a connection while signed in to that business in Ramp.

Revoking Access from Ramp

In Ramp, a Business Owner or Admin can revoke the app's access under the business's connected apps. Every Docusign connection to that business then stops working until it is reconnected.

How to Use the App

Create a Workflow

• Log in to Docusign and go to Agreements → Workflows.

• Click Create Workflow.

  The Docusign Workflows screen with the Create Workflow button.

• Build your workflow using the available steps, including the Ramp actions.

• Publish the workflow when it is ready.

Available Ramp Actions

Click + Add Step and search for Ramp:

The Add New Step dialog with "Ramp" searched, showing Read from Ramp, Writeback to Ramp and File Upload to Ramp.

• Read from Ramp: fetch a vendor, contract, bill or user and expose its fields as workflow variables. See Read from Ramp.
• Writeback to Ramp: create or update a vendor or contract; update a bill or user. See Writeback to Ramp.
• File Upload to Ramp: store a document from the workflow on a contract or a bill. See File Upload to Ramp.

A typical procurement flow:

1. Read from Ramp: find the vendor by its External ID, and the contract for the agreement details.
2. Prepare eSignature Template: pre-fill the contract or order form.
3. Send Documents for Signature.
4. File Upload to Ramp: file the signed agreement on the contract.
5. Writeback to Ramp: note the signature in the vendor's Description, or create the contract record from the signed terms.

Read from Ramp

The Read from Ramp step retrieves a record and exposes its fields as workflow variables.

Start the Workflow

The example below starts the workflow From an API Call with one Text variable, vendor_external_id, that carries the vendor's External ID. Any start type works: with a web form, use the form's field wherever this example uses vendor_external_id.

Writeback to Ramp

The Writeback to Ramp step creates or updates a vendor or a contract, and updates a bill or a user.

File Upload to Ramp

The File Upload to Ramp step files a document produced earlier in the workflow on a contract or a bill in Ramp. Maximum size is 31 MB.

FAQ & Troubleshooting

A step failed.

The usual causes: a status or role word Ramp does not use, a Vendor Status of Pending or Unmanaged (Ramp sets those itself), a money or date value in a format the field does not take, a name that matches no record or several, a required field left unmapped on Create, a text with characters outside ASCII in a bill's Description, or a Ramp connection whose access was revoked. The message names the field and what it takes.

Why can't I search by Vendor Status alone?

Ramp cannot list vendors by status, so the step uses Vendor Status to narrow another condition. Combine it with Vendor Name, External ID or Vendor Owner ID.

My rule on Vendor Status = Active returned nothing for a vendor I can see in Ramp.

The vendor is on hold, pending, inactive or unmanaged. Vendor Status reads Ramp's own words, and Active never matches a vendor on hold.

I cannot find Vendor Status in my Writeback step.

Vendor Status is offered under the Update setting only. Under Update or Create, Ramp would need an existing vendor to put on hold, so the field is not listed there.

Can I create a bill or invite a user from a workflow?

No. Ramp creates bills through its bill pay flow and users through its invitation flow. The step updates existing bills and users.

A field I expect is missing from the step.

Open Manage Connections, click Reload Objects on the connection, then reopen the step and select the field again. After an app update that renames fields, run Reconnect and re-map the renamed fields.

I clicked Cancel on Ramp's access request and the window now shows Ramp's home page.

That is Ramp's behavior when access is declined: it opens its home page in the same window instead of closing it. No connection was created. Close the window and click Connect Account again when you want to connect.

The access request says the app can delete vendors, bills and users.

Ramp groups create, update and delete rights into one permission per object. The app never deletes anything.

Only an Admin can connect?

Yes. Ramp lets Admins and Business Owners authorize apps. A Shared connection made by an Admin can be used by other Docusign users.

Why can't I combine Record ID with other conditions?

Record ID fetches exactly one record. Use it alone, or build the rule from other fields.

I only see "Equal to" in the Operator list.

Equal to is the operator the step offers. To narrow a search further, add conditions with AND.

My update wrote nothing, and the step did not fail.

A blank value on an Update is ignored, and a Vendor Status the vendor already has writes nothing. Map a value from the step that collected it, not from the Read step's own output.

Writing an address changed the vendor's payment method.

Ramp sets the vendor's default payment method to Check by mail at the address you write. Change the payment method in Ramp if the vendor is paid another way.

The contract's Vendor cannot be changed.

Ramp fixes a contract's vendor at creation. Create a new contract under the right vendor.

Country or State reads as a code.

The app reads and writes ISO codes (US, CA) because that is the form Ramp takes on write. Ramp's screen shows the names.

The file did not appear on the record.

The folder has to hold the record's Record ID from a step that runs before the upload, and the drive has to be that record's type: a bill's Record ID on the Contracts drive stops the step.

The file picker says no files are available.

No earlier step produced a file. Add the upload after Send Documents for Signature.

The upload was refused for its size or format.

Files are limited to 31 MB. TXT is not accepted by Ramp; use PDF, DOC, DOCX, CSV, XLS, XLSX, JPEG, JPG or PNG (XML on bills, MD and WEBP on contracts).