Adobe Sign for Salesforce - Email Component User Guide

Last updated on 17 May 2021

The Adobe Sign for Salesforce email component is compatible with Microsoft Outlook Web App (OWA), Outlook 2016, Outlook for Mac 2016, as well as Gmail for Business accounts using the Chrome browser.

Overview

A Salesforce Admin must first configure the component on the Salesforce side. Once done, end-users only need enable the email add-in, authenticate to Salesforce, and then click an email.

The Adobe Sign for Salesforce add-in allows a user to click any email within their email client, and produce a list of related agreements based on the email addresses involved in the email selected.

Users also have the ability to send new agreements, send reminders, or even cancel an agreement directly from their email client.

Enabling the email client for Outlook

1. Log in to your 365 Outlook account and select the Mail option

2. Click the gear icon in the upper-right corner of the screen

3. Select the Manage integrations option to load the Add-ins for Outlook page

4. In the top left search box, type Salesforce and click the search icon

5. To the right of the Salesforce Lightning for Outlook option, click the button to turn the integration On

Once done, you should see Successfully added below the integration

6. Close the Add-ins page

7. Click any email, and small Salesforce icon appears at the top of the email body

8. Click the Salesforce icon to open the add-in panel, exposing a Log in to Salesforce button

9. Click the Log in to Salesforce button

An authentication pop-up appears requesting your Salesforce credentials

10. Enter your Salesforce authentication credentials and click Log In

11. The pop-up refreshes to a confirmation window. Click Confirm to complete the integration.

Once configured, you can open the Salesforce panel by clicking the Salesforce icon at the top of the email body.

1. Open your desktop Outlook application

2. Click the Store icon to launch the Add-ins for Outlook page

3. In the top left search box, type Salesforce and click the search icon

4. To the right of the Salesforce Lightning for Outlook option, click the button to turn the integration On

Once done, you should see Successfully added below the integration
A new View icon is added to your ribbon for the Salesforce Add-in

5. Close the Add-ins page

6. Click the Salesforce View Icon in the Outlook ribbon

7. Click the Log in to Salesforce button.

A pop-up for your Salesforce credentials appears

8. Authenticate to Salesforce

The pop-up refreshes to request a confirmation

9. Click Confirm to complete the integration

Once configured, you can open the Salesforce panel by clicking the Salesforce View icon in the Outlook ribbon.

Managing agreements in the Outlook add-in window

With the add-in enabled, you can click any email, and review the agreements that are related to the participants in the email thread.

Note:

The add-in includes agreements for all identified email addresses in the email. This includes all parties the email was sent to or CC'd to.

Clicking the Salesforce icon (either at the top of the email body, or in the Outlook ribbon) opens the add-in panel and expose the agreements.

At the top of the panel, the number of agreements found is indicated. e.g. Agreements (6)

Up to five agreements list by default, and if more are available, a View All link appears at the bottom of the list. Clicking the View All link enables a scrolling window to review the full list of agreements.

The agreement list is sorted based on the agreement Status. The sorting order is:

Pre-Send / Draft
Out for Signature / Out for Approval / Waiting for Counter Signer / Approval
Approved / Signed
Cancelled / Declined / Expired

Within sections, agreements are sorted by the Date Sent with the most recent at the top.

Clicking the agreement name opens a new tab to Salesforce, and present the full agreement.

Available Actions

The add-in panel does more than just list the agreements. Using the menu driven interface allows you to create new agreements, and initiate the most common tasks.

The Send New Agreement button is conspicuous enough, but just to the right of the agreement name is an arrow that opens the menu list for additional actions.

Only menu items that are possible are available in the menu list. For example, a Draft status agreement only has Edit and Delete as options.

Caution:

There are no “Are you sure?” challenges. Actions selected from the menu list execute immediately.

Send New Agreement

As you might expect, the Send New Agreement button opens Salesforce in a new tab, and start a new agreement. The address of the email sender is automatically imported to the agreement template.

Configure the agreement as you normally would.

Menu option: Edit

Clicking the Edit option in the menu list launches a new tab and opens the agreement in Salesforce.

Menu option: Delete

The Delete option in the menu list completes two tasks:

Cancel the agreement in Adobe Sign
Deletes the Agreement record from Salesforce

Menu option: Sign

The Sign option is only available when it is your turn to sign the agreement.

Clicking Sign opens the agreement for you to review and apply your signature.

Menu option: Remind

Clicking Remind in the menu list immediately sends a reminder to the current signer.

Menu option: Cancel

The Cancel option in the menu list cancels the transaction in Adobe Sign and Salesforce.

Unlike Delete, the Salesforce record remains in the Salesforce agreement list with a “Cancelled” status

Menu option: View

The View option opens a new window to view the current state of the agreement.

Note:

All menu driven options, that don’t move you to a Salesforce window, report the success of the action taken at the top of the agreement list

Enabling the email client for Gmail

The Salesforce extension can only be added to the Chrome browser, so functionality is predicated on use of Chrome.

Open your Chrome browser and navigate to: https://chrome.google.com/webstore/detail/salesforce-lightning-for/jjghhkepijgakdammjldcbnjehfkfmha
- This opens the extension page
Click the ADD TO CHROME button at the top right of the window
- A pop-up appears to verify the addition
Click Add extension
- The pop-up refreshes to a verification that the extension has been installed
In the Chrome browser, open your Gmail user account.
- On the right side, you can see the application panel. At the top is an arrow that allows you to collapse or expose the application panel
Click the Log in to Salesforce button
- A pop-up appears asking you to authenticate to Salesforce.
Log in using your Salesforce credentials.

The authentication window refreshes to verify that you want to grant access to Gmail for Salesforce.
Click Continue

The panel refreshes and prompts you to select a Gmail user to link the Salesforce to.
Select a user (Most commonly the displayed user is correct)

Choosing Use another account, prompts you to authenticate to the new Gmail account before you can continue

The Gmail user you choose is logically related to the Salesforce user you previously authenticated as.

The pop-up refreshes to another verification window that illustrates the access you are granting to Salesforce.
Click Allow

The panel refreshes to a verification panel to ensure you want to link the Gmail account to the Salesforce account.
Click Link Account

The pop-up refreshes to indicate the successful linking of the accounts.
Click Go to Salesforce, and the pop-up disappears, returning you to Gmail.

The Salesforce panel on the left now shows the Send New Agreement button, and a list of agreements related to any email you select.

Managing agreements in the Chrome window

With the add-in enabled, you can click any email, and review the agreements that are related to the participants in the email thread.

Note:

The Adobe Sign component includes agreements for all identified email addresses in the email. This includes all parties the email was sent to or CC'd to.

Clicking the arrow icon in the upper right of the window opens the add-in panel and expose the agreements

At the top of the panel, the number of agreements found (as related to the email address identities attached to the email) are indicated. e.g. Agreements (7)

Up to five agreements list by default, and if more are available, a View All link appears at the bottom of the list. Clicking the View All link enables a scrolling window to review the full list of agreements.

The agreement list is sorted based on the agreement Status. The sorting order is:

Pre-Send / Draft
Out for Signature / Out for Approval / Waiting for Counter Signer / Approval
Approved / Signed
Cancelled / Declined / Expired

Within sections, agreements are sorted by the Date Sent with the most recent at the top.

Clicking the agreement name opens a new tab to Salesforce, and present the full agreement.

Available Actions

The add-in panel does more than just list the agreements. Using the menu driven interface allows you to create new agreements, and initiate the most common tasks.

The Send New Agreement button is conspicuous enough, but just to the right of the agreement name is an arrow that opens the menu list for additional actions.

Caution:

There are no “Are you sure?” challenges. Actions selected from the menu list executes immediately.

Only menu items that are possible are available in the menu list. For example, a Draft status agreement will only have Edit and Delete as options.