How to set up conditional routing rules in Docusign for complex approval workflows

Need to route a contract to different people depending on what’s in it? Want your approval process to actually reflect your real-world messiness, not just a single, straight line? You’re in the right place. This guide is for anyone who’s ever looked at Docusign and thought, “There’s got to be a way to make this smarter.” We’ll walk through how to set up conditional routing rules, what to watch out for, and where things can get hairy.

Why bother with conditional routing?

Let’s be honest: most approval workflows aren’t one-size-fits-all. Sometimes a contract over $50K needs the CFO’s sign-off. Maybe HR needs to see things if “employment type” is “contractor.” Conditional routing means you can send envelopes to the right people automatically—no emailing files around, no “Oops, forgot to CC legal.”

But before you jump in, know this: conditional routing in Docusign is powerful, but not perfect. It solves a lot of problems, but it can get clunky if you overcomplicate things. So, use it where it matters.

What you’ll need before you start

  • A Docusign Business Pro account or higher. Conditional routing is not available on the free or basic plans.
  • Templates. You’ll want to create a template for your document if you haven’t already. Trust me, it saves time.
  • A clear idea of your approval logic. Write it out—who should sign what, and under which conditions.

Step 1: Map your approval logic (seriously, do this first)

Before you touch Docusign, sketch out your workflow. This is the step most people skip, then regret. Write down:

  • Which fields or data points will drive your routing? (E.g., “Amount,” “Department,” “Country”)
  • Who should approve under each scenario?
  • Where does the process end? (Don’t let envelopes get stuck in limbo.)

Pro tip: If you can’t explain your routing rules on a whiteboard, you’re probably making it too complicated.

Step 2: Set up your template

Go to your Docusign dashboard and create a new template (or edit an existing one). Here’s what to do:

  1. Upload your document.
  2. Add all potential recipients—not just the usual ones.
  3. You’ll add everyone who might need to sign, review, or receive a copy, even if some won’t in every case.
  4. Assign roles.
  5. Use generic role names like “Manager Approver,” “Legal Reviewer,” etc. This makes things reusable.
  6. Add fields as needed.
  7. Especially focus on fields that will be used for routing (like “Amount” or “Type”).

Don’t skip adding all possible recipients and roles. Conditional routing only works if everyone’s on the roster.

Step 3: Create custom fields for routing

Conditional routing depends on data in your envelopes. If you don’t have the right fields, you can’t set the rules. Here’s how to nail this:

  • Go to the template’s “Fields” section.
  • Add text, dropdown, or radio fields for the data that matters (e.g., “Contract Value,” “Country”).
  • Make sure these fields are required, or you’ll have envelopes that can’t route properly.

A word of warning: Don’t rely on people to fill these out correctly if you can avoid it. Use dropdowns or radio buttons instead of free text when possible.

Step 4: Set up recipient routing order

You’ll need to specify the default signing order. This is where things can get messy:

  • In Docusign, recipients are routed by their assigned order (1, 2, 3, etc.)
  • But with conditional routing, you’ll tell Docusign to skip some recipients based on field values.

So, line up your recipients in the order you’d ideally want. You’ll override this in the next step.

Step 5: Configure Conditional Routing (a.k.a. Recipient Routing Rules)

This is the fun (or frustrating) part. In Docusign, this is called “Recipient Routing Rules,” and you’ll find it in the template editor.

  1. In your template, click “Advanced Settings” and look for “Recipient Routing.”
  2. Click “Add Rule.” You’ll see options like “Skip recipient” or “Change routing order.”
  3. Define your conditions.
  4. Pick the field that should trigger the rule (e.g., “Amount”).
  5. Set the value(s) that should cause a recipient to be skipped or included.
  6. Example: If Amount < $10,000, skip “CFO Approver.”
  7. Test your logic right here. Docusign lets you preview what happens if the field has different values.
  8. Add as many rules as you need.
  9. But keep it manageable—too many rules, and you’ll lose track.

Pro tip: Start with the simplest rule first. Don’t try to automate every edge case on your first go.

Step 6: Save, test, and iterate

This is where most people find out if their logic holds up.

  • Save your template.
  • Send a test envelope to yourself or a colleague.
  • Use different values for your routing fields to check if the right people get notified.
  • Watch for envelopes getting stuck.
  • If you skipped required recipients by mistake, Docusign will complain.
  • Iterate.
  • Tweak your rules, test again. Don’t be surprised if you need a few rounds.

Pro tip: Keep a cheat sheet of your routing rules. You’ll thank yourself in three months when you need to update something.

What works (and what doesn’t)

What works well

  • Simple, rule-based routing: If your logic is “If A, then send to B,” Docusign handles it fine.
  • Role-based templates: Setting roles makes your templates reusable and less brittle.
  • Dropdowns for field data: Prevents typos and routing errors.

What doesn’t work so well

  • Super complex logic: Docusign can’t handle “if this AND that OR unless this other thing” scenarios easily. You’ll need to compromise or look at their API for advanced cases.
  • Nested approvals: If someone needs to approve only if someone else denies, Docusign’s built-in rules won’t cut it.
  • Changing recipients mid-way: Once you send an envelope, you can’t change routing logic on the fly. Double-check before hitting send.

What to ignore

  • Over-automating: Resist the urge to cover every exception. Manual intervention is sometimes faster than a Rube Goldberg machine of routing rules.
  • Trying to use conditional routing for document content: Routing can only look at data fields, not what’s written in the uploaded PDF.

Common pitfalls (and how to dodge them)

  • Forgetting to add all possible recipients up front: You can’t route to someone who’s not on the list.
  • Assuming people will fill out fields perfectly: Use dropdowns, not free text.
  • Making your rules too complex: If you need a flowchart to explain it, back up and simplify.

Wrapping up: keep it simple, iterate as you go

Conditional routing in Docusign is a lifesaver for approval workflows—if you keep your logic simple and test as you build. Don’t try to automate every possible path on day one. Start with your biggest pain point, get it working, and improve from there. When in doubt, sketch out your logic, and remember: no one will thank you for a workflow that no one can understand or maintain. Good luck, and keep it practical.