Calculating your DocuSign Rooms records
This article is designed for our DocuSign Rooms / Google Drive backup integration to help you estimate how many records you have to back up, so you can choose the subscription plan that best suits your needs. Below we cover what counts as a record, how to estimate your total, and a worked example for reference.
What counts as a record
Every individual item we move into your Google Drive counts as one record. This integration creates records from two things:
- Rooms — each room becomes a row in your All Rooms sheet, and a second row in the status sheet that matches it (Rooms - Active, Rooms - Review, or Rooms - Closed).
- Documents — each PDF attached to a room is uploaded into that room's own folder in Google Drive and counts as one record.
What affects your total
Your total depends heavily on the settings you choose when you set up the integration. The biggest factors are:
- Whether you ticked Sync all rooms on first run, which brings over your full history rather than only new activity going forward.
- Which Room Statuses you selected. Leaving out closed rooms is usually the single biggest reduction, since closed rooms tend to make up most of an established account.
- Whether you selected a single Office or left it set to all offices on the account.
- Whether you left Sync room documents ticked. Documents are normally the largest single source of records by a wide margin.
Estimating your records
Find your room count
In DocuSign Rooms, open your Rooms list and filter it to match what you plan to back up. Only count the statuses and the office you selected during setup. This number drives your whole estimate.
Double it for the sheets
Each room is written to the All Rooms sheet and to its matching status sheet, so multiply your room count by two.
Add your documents
If you left Sync room documents ticked, multiply your room count by the average number of PDFs per room and add that to your running total. Skip this step entirely if you turned documents off.
Averages per room
Looking at previous accounts, we have found that on average each room produces roughly:
| Record type | Per room |
|---|---|
| Row in All Rooms | 1 |
| Row in status sheet | 1 |
| Documents (PDF's) | 10 |
Document counts vary widely between accounts. A brokerage handling full compliance packets will sit well above this average, while an account using Rooms mainly for tracking will sit below it.
Example
Say an account has 400 rooms across all statuses, and the user wants a complete backup with documents turned on. We would use the following calculations:
Rooms — All Rooms sheet
400 rooms = 400 records
Rooms — status sheets
400 rooms x 1 status sheet each = 400 records
Documents
400 rooms x 10 PDF's = 4,000 records
Adding up each section gives us roughly 4,800 records in total for the initial backup.
Good to know
- Your estimate covers the initial backup. Once that is complete, the integration keeps running and adds records only as new rooms and documents appear in DocuSign.
- Rooms with no documents still create sheet rows, so include them in your room count even if nothing has been uploaded to them yet.
- When a room changes status, we move it into the correct status sheet and remove it from the old one. Renaming a room updates its existing Google Drive folder rather than creating a new one.
- You can always upgrade your subscription if you reach your limit. For more information, please review our article on upgrading versus downgrading.
- Anything already backed up to your Google Drive stays there, even if you later change your plan or cancel your subscription.
Still not sure?
