A Salesforce Admin must first configure the component on the Salesforce side. Once done, end-users only need enable the browser extension, authenticate to Salesforce, and then click an email.
The Adobe Sign for Salesforce component 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.
The Salesforce extension can only be added to the Chrome browser, so functionality is predicated on use of Chrome.
1. Open your Chrome browser and navigate to: https://chrome.google.com/webstore/detail/salesforce-lightning-for/jjghhkepijgakdammjldcbnjehfkfmha
- This opens the extension page
2. Click the ADD TO CHROME button at the top right of the window
- A pop-up appears to verify the addition
4. 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
6. Log in using your Salesforce credentials.
- The authentication window refreshes to verify that you want to grant access to Gmail for Salesforce.
7. Click Continue
- The panel refreshes and prompts you to select a Gmail user to link the Salesforce to.
- 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.
9. Click Allow
- The panel refreshes to a verification panel to ensure you want to link the Gmail account to the Salesforce account.
The Salesforce panel on the left now shows the Send New Agreement button, and a list of agreements related to any email you select.
With the add-in enabled, you can click any email, and review the agreements that are related to the participants in the email thread.
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.
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.
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.
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 and send the agreement as you normally would.
The Delete option in the menu list completes two tasks:
- Cancel the agreement in Adobe Sign
- Deletes the Agreement record from Salesforce
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.
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
The View option opens a new window to view the current state of the agreement.
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