Adobe Sign for Salesforce: Field Mapping and Templates

A guide to the Adobe Sign for Salesforce Template and Data/Merge Mapping feature configurations

Overview

Adobe Sign gives you the ability to use interactive forms to collect data from your signers, position signature and initial fields in your documents, collect two-party information from both sender and signer and more.

You can create your own Adobe Sign template library by storing Adobe Sign forms and templates in your Salesforce Documents tab.

Adobe Sign text tags provide the following benefits:

  • Set specific locations for customers to sign and initial documents
  • Collect data from signers that can later be pushed back into your Salesforce account. (See Data Mappings)
  • Merge data from Salesforce into document fields before sending for signature. (See Merge Mappings)

You can create Adobe Sign forms by adding special text tags in any document you send through Adobe Sign (Word, PDF, Text, etc.). For more details, read our Text Tags Documentation.

There are two optional settings available regarding data and merge mapping. Either can be configured to suit your needs by navigation to Setup > Platform Tools > Custom Code > Custom Settings:

1. Would you like to be emailed when a Data or Merge Mapping fails?

  • Enable Mapping Error Notification (Enabled by Default)—Enable this setting to send email notifications to the data mapping or merge mapping owner any time there are errors when the mappings are executed.

2. Would you like to have the API Names exposed when selecting fields in Data/Merge Mapping?

  • Show Fields API Name (Disabled by Default) - Enable this option to show API Name for every field and relationship of the salesforce objects while setting data mapping and merge mapping.

Merge/Data Mapping field names to SFDC object fields can be facilitated by “uploading” the field names into Salesforce. This allows you to select field names from a picklist instead of freehand typing the field names into a text field.

The way to do this is:

  1. Create your form with all fields defined

  2. Send the form for signature through Salesforce with an obvious agreement name like W4 Field Template

    • This helps you find the right template when you are mapping your fields
  3. Enter some (any) content into every field you intend to map, and sign the agreement so it registers as completed in Salesforce.

    • The completion process gives Salesforce a source to pull the field names from
  4. The template is now available for you to select when you use the Import feature of data/merge mapping


A Quick Note on Forms/Text Tags

Successful mapping requires that you have pre-built forms with defined field names so you can logically relate the SFDC object field to the Adobe Sign form field. 

A simple form is illustrated below.  The fields are defined by the curly bracket pairs on either side (defining the width of the field) and the field name (the string of characters between the curly brackets). 

Text tags can include additional arguments beyond the name value, including validations, calculations and regular expressions. An in-depth understanding of form building can be found here, and can dramatically improve the quality of data you capture during the signature process.

Note:

The Text Tag Shortening feature can be very useful in form design and field mapping by establishing a convention for the field names that repeat on every document (and saves time by not having to re-create the formal tag). This expressly improves data mapping across multiple forms and builds an anchor for future forms.


Merge Mappings – Generate Documents with Salesforce Data

Adobe Sign Merge Mappings give you the ability to merge field data from Salesforce into your documents fields before sending them out for signature.

For example, you can populate a Lead’s address and phone number from a Salesforce record automatically into the agreement before it is sent to the Lead for signature. You can also change the status of an Opportunity when the agreement is fully signed and executed. Merged data fields can optionally be updated by signers if you choose to map the signer updates back to Salesforce.

You can also use merge mappings to automatically add the product lists tied to an opportunity. You can set which product attributes (like quantity and price) are included in your agreements as well as specify how to sort and filter the associated products. 


About Merge Mappings

A data source type for a merge mapping can be a specific constant value or a value from a Salesforce object field that can be referenced from the Adobe Sign Agreement. The target for each merge mapping item is a designated field on an Adobe Sign agreement.

For example, the mapping below updates the Adobe Sign document fields for “FirstName” and “LastName” with the Salesforce Recipient (Contact) field data. It also fills in the company field in the document with the name of the account.

Note:

When you select an object to map, you are starting at the Agreement object, and going to a parent/lookup object. The association between the objects must already be established at runtime.


Creating a Merge Mapping

To create a new Merge Mapping:

  1. Select Adobe Sign from the App Launcher in the upper-left of the screen

  2. Click the Merge Mappings tab

  3. In the Merge Mapping home page, click New

    New Merge Map

    The New Merge Mapping page displays.

    New Merge Mapping Page

  4. In the Mapping Information section, type a name for the mapping and decide whether you’d like it to be the default mapping. If you check ‘Default Merge Mapping’, the mapping will execute by default when sending an agreement for signature.

    Mapping Name

  5. To import and map form field names from an existing document, you can select an agreement that was sent for signature and signed. You can import fields from additional agreements to add additional fields. Fields with duplicate names will not be imported twice. To import form fields, do the following:

    • Click the show toggle in the Import Document Form Fields header to display the Import Document Form Fields section.
    Import Fields

    • Click the Search icon after the field where you see Import Fields from
    • Select the agreement you would like to import fields from
    • Click the Import Form Fields button.

    The number of fields imported will be displayed:

  6. In the Map Salesforce Object Fields to Document Fields section, you can create a mapping from fields that can be referenced from the Adobe Sign Agreement object (including custom fields). You can also add mapping rules to merge data into Adobe Sign documents. 

    Map Salesforce object fields


To create a merge field mapping row, do the following:

  1. Click Add Field Mapping to add a new, blank row.

  2. Define the mappings and mapping rules through the following selections:

    • Target Document Field—If you have imported form fields, you can select these fields. Or you can input a specific field name.
      • Click on the icon to the left of the Target Document Field to switch between a text input field and a selectable drop-down displaying the available and imported form field values.
    • Source Type—Select either Salesforce Object Field or Constant.
    • Source Value—Depending on the Source Type selected, you must specify the following:
      • If the Source Value is Salesforce Object Field, you must select a value. To do this, click the Selected Object link to display the Object Selector dialog where you can select the Salesforce source object field.

            If the Source Value is Constant, you must type a value in the Source Value field.

    • Disable - If checked, this mapping row will not execute
    • Actions - Clicking this icon will delete the row

  3. Repeat steps 1-2 to add more mapping rows.

In the Map Salesforce Product Line Item Fields to Adobe Document Fields section, you can add product lists tied to an opportunity.


To create a merge field mapping row, do the following:

  1. Click Add Field Mapping to add a new, blank row.

  2. Click Selected Object to display the Object Selector dialog.

  3. In the Object Selector dialog, select a Salesforce source fields, select Opportunity, Opportunity Product, then add the product attributes, such as quantity, price, and line description, that are included in your agreements. You can also specify the sort field and sort order.

  4. Click Done.

     

     

  5. Repeat steps 1-4 to add more mapping rows.

    When you have completed your Merge Mapping template, click Save


Using Default and Multiple Merge Mappings

You may create as many Merge Mappings as necessary, one of which may be defined as the default mapping that will be executed whenever an agreement is sent for signature. Only one mapping can be the default mapping.

You may also explicitly specify which merge mapping you’d like to use for an agreement by referencing it in the Agreement’s ‘Merge Mapping’ (echosign_dev1__Merge_Mapping__c) field. You may use a Salesforce workflow or trigger to run any custom business logic to determine which template to use. Please note that you do not need to set that field to point to the default mapping; the default mapping is executed if this field is left blank.

Note:

It is recommended that sizable or complex deployments only use default mapping during initial trial/proof of concept. Explicitly relating templates should be the practice.


File Attachments

There are Merge Mapping settings that define how file attachments are handled. By default, the original attached document (e.g., an NDA template) will be removed and the merged document will be attached to the agreement record once the agreement is sent.

  • Attach Merged Document—When a merge mapping is used for an agreement, selecting this option will attach the document with the merged data into the agreement record after the agreement is sent.
  • Remove Original document—When a merge mapping is used for an agreement, selecting this option will remove the original template document from the agreement record after the agreement is sent.
Note:

These settings are global in scope, and will impact all merge mapping templates.

To change these settings:

 

  1. Navigate to Setup > Platform Tools > Custom Code > Custom Settings

  2. Click the Label for Adobe Sign Merge Mapping Settings

  3. Click the Manage button

  4. Click the New button

  5. Edit the settings as desired and click Save


Troubleshooting Merge Mappings

Salesforce fields have validation rules that may cause a mapping to fail. For example, if you map Salesforce email field to an Adobe Sign text field it may fail if the content of the field is not a valid email address.

If a mapping fails for some reason, the error message is logged in the ‘Merge Mapping Error’ (echosign_dev1__Merge_Mapping_Error__c) field on the Adobe Sign Agreement object, and an email is sent to the owner of the merge mapping indicating the error.  

Note:

It is also possible to create a report or list view to expose failed mapping fields

The email notification is enabled by default, but can be turned off by adjusting the setting:

  1. Navigate to Setup > Platform Tools > Custom Code > Custom Settings

  2. Click the label Adobe Sign Settings

  3. Click the Manage button on the Custom Setting Definition page

  4. Click New or Edit on the Custom Setting page

  5. Find the Enable Mapping Error Notification and alter as needed


Data Mappings – Push Signer Data & Files to Salesforce Records

Adobe Sign form field data mappings let you define how Adobe Sign will update Salesforce.com objects with data it captures from signers. For example, you can update a signer’s contact record in Salesforce.com with the address and phone number they provided when completing and signing your document. Additionally, you can also push back the Adobe Sign signed agreement, audit trail, and any uploaded supporting documents from recipients into Salesforce objects by setting up file mappings. 


About Form Field Data Mappings

Adobe Sign Data Mappings update Salesforce objects when an Adobe Sign agreement is signed or at a specified stage in the agreement workflow. Each Data Mapping is set up ahead of time and includes data mapping rules. Each data mapping rule defines the data source and the target Salesforce field it needs to update.

A data source for a mapping can be an Adobe Sign form field, a specific constant value or a value from an Adobe Sign Agreement Field. The target for each data mapping item may be any field in any Salesforce object that can be referenced from the Adobe Sign Agreement.

For example, the mapping below updates the signer’s first and last name (as entered by the signer) in the Contact object. It also updates the Opportunity Stage and adds the signed agreement and audit trail to the Opportunity when the agreement is signed. 

Some other examples for using data mappings to update Salesforce include:

  • Updating recipient contact information
  • Adding a PO number to the Opportunity
  • Updating payment information to the Account
  • Changing Opportunity Stage when the contract is signed
  • Adding the signed PDF and audit trail to the Contact. 

 


Creating a Form Field Data Mapping

To create a new Adobe Sign Data Mapping, follow the steps below:

  1. Select Adobe Sign from the App Launcher in the upper-left of the screen

  2. Click the Data Mappings tab

  3. In the Data Mappings home page, click the New button

  4. Name your data map

    On the New Data Mapping page, type an intuitive name for the mapping and decide whether you would like it to be the default mapping.

    If you check ‘Default Data Mapping?’, the mapping executes by default after your agreements are signed

    • You don’t have to set a data mapping as a default. Instead, you can assign it to an Agreement Template that will be used when an agreement is created
    Data Mapping new

  5. You can save the mapping now without fields defined, or you can continue on to Define field to field mappings

    Note:

    If you do not have any custom Adobe Sign fields in the document you are importing from, you will not be able to import the standard default Adobe Sign fields that come with each signed agreement. (e.g., signed (date), email, first, last, title, and company).


Define field to field mappings

The Field Mapping section allows you to define the field to field relationships between the fields in the Salesforce environment and the agreement form fields.

  • Mapping rules can be created to any field in Salesforce, including custom fields

Mapping fields is a process of:

  1. Selecting the target Salesforce object.field that is to receive the data
  2. Define the source of the data
  3. What status event should trigger the source field content to be pushed to the target field

It is generally recommended that admins upload their form fields to Salesforce so they may then import the field names from the signed agreement and enable selecting field names from a picklist (vs. hand typing):

At the top of the Fields Mapping section is an option to Import fields form a signed agreement

This option allows you to select any agreement that has been successfully signed and import the field names for available in the form

  • Only fields that were updated during the signature process will be returned. Fields that were left unaltered are ignored

To import fields from an agreement, do the following:

  1. Click the search icon next to the Import Form Fields button

    • A lookup page opens with a list of your recent agreements.
  2. Select (click) the agreement with the field names you want to import

    Data Map Import Fields

  3. Click the Import Form Fields button. The number of fields imported displays.


To define field to field relationships:

  1. Click Add Mapping to add a record

  2. Specify the Target, Source, and Trigger:

    1a. Which Salesforce Object to Update?—Select the target Salesforce object where the data is to be updated

    1b. Which Salesforce Field to Update?—Select the target Salesforce field where the data is to be updated

    2a. Where is the Data Coming From?—Select Type—Select one of the following options:

    • Agreement Field -Presents a list of objects on the Agreement object in Salesforce
    • Constant - Allows a constant (literal) value to be inserted
    • EchoSign Form Field - Allows a list of field names imported from signed agreements to be presented
      • The option to hand type in values is also available

    2b. What is the Value of the Data?—Depending on Data Coming From option selected, you must specify the following:

    • Data Coming From ‘EchoSign Form Field’—Select an EchoSign Form Field or input in a specific field name. Click on the icon to the left of the field to switch between a text input field and a selectable dropdown displaying the available and imported form field values.
    • Data Coming From ‘Constant’—Type a specific value. For example, you can put a field value that you want to change for a Salesforce picklist. Or enter a number or text that you want to update into a Salesforce field.
    • Data Coming From ‘Agreement Field’—Select an Agreement Field from the drop-down.

    3. When to Run the Mapping? – Select Agreement Status—The data mapping will run when the agreement status changes to the specified status.

    • Signed/Approved/Accepted/Form-Filled/Delivered
    • Waiting for Counter-Signature/Approval/Acceptance/Form-Filling/Delivery
    • Out for Signature/Approval/Acceptance/Form-Filling/Delivery
    • Canceled / Declined
    • Expired

  3. Repeat Steps 1-2 until all of your field relationships are defined.

    Save your progress.

At the record level, you can opt to control the push of content update content. Under Actions, click the Settings (gear) icon.

In the Field Mapping Value Settings dialog, you can specify the following:

  • Do Not Overwrite Existing—If checked, then if a value already exists in the target Salesforce field, do not overwrite the value using this mapping rule.
  • Do Not Write Empty—If checked, then if the source value from the Adobe Sign agreement is empty, do not write the empty value into the target Salesforce field using this mapping rule.

You can also optionally disable a mapping row so that it will not execute by checking the Disable option.


Define a File Mapping

You can map the Adobe Sign completed agreement and/or audit trail to the selected target Salesforce object, by doing the following:

  1. In the File Mapping section:

    Click Add Mapping

  2. Define the files you want to add, the target object to add them to, and the style of the addition :

    1. Which Salesforce Object to Update?—Select the target Salesforce object to update with the files

    2a. How Do You Want to Add the File?—How do you weant the file to be represented in the target object:s:

    • Add a reference link to the file—Provides a URL to the agreement PDF
      • Reference links must be mapped into a text based field (e.g. string, picklist). See 2c below
      • Reference links only support the file type Signed Agreement – Merged PDF
    • Attach file directly to object—Attach the PDF document directly to the object you are mapping to if an attachment list is available for that object
      • Not all Salesforce objects support file attachments (e.g. Users)

    2b. Save as an attachment - When this option is checked, the document is stored as an Attachment object type. If this option is not checked, the content is stored as a File object

    2c. Which Field to Add the File URL?—Only required if you select Add a reference link to the fileYou must select the target field to which the URL will be copied

    3. Which File to Add?—The options are as follows:

    • Signed Agreement – Merged PDF—Select this option if you send multiple documents for signature in a single transaction and want the final signed PDF stored as a single merged PDF
    • Signed Agreement – Separate PDFs—Select this option if you send multiple documents for signature in a single transaction and want the individual files attached to the Salesforce record as separate PDFs
    • Audit Trail—Select this option to push the audit trail in PDF format to the Salesforce record
    • Supporting Documents—Select this option to push any supporting documents that are uploaded by the recipients to the Salesforce record
  3. When to Run Mapping? - Select Agreement Status—The data mapping will run when the agreement status changes to a specified status.

    The options are:

    • Signed/Approved/Accepted/Form-Filled/Delivered
    • Waiting for Counter-Signature/Approval/Acceptance/Form-Filling/Delivery
    • Out for Signature/Approval/Acceptance/Form-Filling/Delivery
    • Canceled / Declined
    • Expired
  4. When your Data Map is complete, click the Save button

  5. Customers that have a custom sub-domain in their Adobe Sign URL (e.g.: https://caseyjones.na1.adobesign.com) must add their URL to the Salesforce Remote Site list.

    This is only necessary when mapping the signed agreement:

    1. Navigate to Setup > Settings > Security > Remote Site Settings
    2. Click the New Remote Site button
    3. Add your Adobe Sign URL as a new Remote Site URL
    Remote Site Settings


Using Default and Multiple Data Mappings

You can create as many data mappings as necessary, one of which may be defined as the default mapping that will be executed whenever an agreement’s status changes. Only one mapping can be a default mapping.

You can explicitly specify which mapping you’d like to use for an agreement by referencing it in the Agreement’s ‘Data Mapping’ (echosign_dev1__Process_Template__c) field. You can use a Salesforce workflow or trigger to run custom business logic to determine which data mapping to use. Please note that you do not need to set that field to point to the default mapping – the default mapping would be executed if this field were left empty.

You can also execute a mapping before or after the Agreement status changes to ‘Signed’ (e.g., execute the mapping after the first signer signed it) by setting the ‘Trigger Data Mapping’ (echosign_dev1__Trigger_Process_Template__c) check box. You may use a Salesforce workflow or trigger to run any custom business logic to determine when to execute a Data Mapping.

In addition, you can associate a data mapping to an agreement template. See Agreement Templates for more information.


Troubleshooting Data Mappings

Salesforce fields have validation rules that may cause a mapping to fail. For example, if you map an Adobe Sign text field to a Salesforce email field validation may fail if the content of the field is not a valid email address.

Make sure to use Adobe Sign form field validation rules where possible to ensure data entered by signers can be pushed into Salesforce. Adobe Sign standard PDF form fields validation rules from PDF documents and allows you to create validation rules when using Adobe Sign text tags. See the Text Tag Documentation for more information.

If a mapping fails for some reason, it logs the error message in the ‘Data Mapping Error’ (echosign_dev1__Data_Mapping_Error__c ) field on the Adobe Sign Agreement object, and an email is sent to the owner of the data mapping indicating the error.  

Note:

It is also possible to create a report or list view to expose failed mapping fields

The email notification is enabled by default, but can be turned off by adjusting the setting:

  1. Navigate to Setup > Platform Tools > Custom Code > Custom Settings
  2. Click the Adobe Sign Settings label
  3. Click Manage
  4. Click New (or Edit)
  5. Find (ctrl/cmd +f) the Enable Mapping Error Notification setting
  6. Edit the setting as desired
  7. Click Save


Agreement Templates and Workflows

Adobe Sign Agreement Templates offer an easy way to set up many default values and settings for your agreements ahead of time. You can also link an agreement template to a ‘Send for Signature’ button.


About Agreement Templates

Agreement templates are all about pre-defining agreement fields including name, message, language, expiration dates, and security options. Also, you can associate a particular data mapping, merge mapping, and object (e.g., Opportunity, Account, Contact, Lead, Opportunity, Contract) to the agreement template. Additionally, you can preset the recipient definitions, map fields to agreement fields, and pre-define the file attachments.

You can also set up a ‘Send for Signature’ button that appears on a related object record (e.g., Opportunity) so that it links to an agreement template by default. Clicking on the button would generate an agreement using an agreement template.


Creating an Agreement Template

To create a new Agreement Template, follow the steps below:

  1. Select Adobe Sign from the App Launcher in the upper-left of the screen
  2. Click the Agreement Templates tab
  3. In the Agreement Templates home page, click the New button
New Template

 

An overlay prompts you to enter the new template name:

    4. Enter the template name and click Save

►If Workflows have been enabled, the option to select a workfow for the template is provided, but not required. 

Name the Template

The new Agreement Template page displays, showing the name at the top.

To the right of the name there is a "show more" drop down icon that opens a menu which affords you the options:

  • Edit Name - Change the name of the current template
  • Change Owner - Change the owner of the current template. Must be assigned to a current user in the Salesforce organization
  • Clone - Duplicates the current template with a unique Salesforce ID number
  • Delete - Deletes the current template from Salesforce
Agreement Template header options

 

Immediately under the Save button is the ID for the template, and the meta-data around who created, owns, and last modified the template.

The Active/Deactivated switch makes the template available or not (respectively). New templates are created in an Active state.

Template meta data

The Template Details has the core details that relate the agreements created by the template with the referencing Salesforce object.

  • Agreement Name - This field defines the default name of the Agreement. All agreements are initially created with this name.

Text fields, such as the Agreement Name, can use Salesforce variables as part of the definition to dynamically generate meaningful field values.

For example, you can customize the Agreement Name to include a recipients name when the agreement is generated. Ex: Acme Corp Agreement - {!Name}

  • Salesforce Object - Select the Salesforce Master Object that you want to use as the master reference for some of the optional definitions in the agreement template.

For example, you can define Recipients, Field Mappings, or Attachments for the agreement to look up fields and map in the Master Object or data from lookup objects. 

If you have a Master Object defined in the Agreement Template, you should initiate the agreement from a ‘Send for Signature’ button on the Master Object. (See Enabling the Send for Signature Button for more information about how to enable a default button or create new ‘Send for Signature’ buttons.)

  • Auto Send - Enable this option if you have automated workflows that you want to use to trigger the sending of agreements or if you would like to automatically send an agreement after a user clicks the Send for Signature button from a Salesforce record. 

For Auto Send to work, you must have at least one recipient and one attachment defined in the agreement template.

Advanced Options

  • Agreement Type - Select from the list of defined Agreement Types
    • Useful for improving reportability
  • Language - Defines the language used in the communications to the recipient, including the emails and on-screen instructions
  • Select the signature type for this agreement - Select the default value for the signature type to be collected:
    • E-Signature - Electronic signatures will be collected by default
    • Written Signature - Recipients will be instructed to download the document, physically sign it, scan the signed document, and upload that document to Adobe Sign


Map data into agreement fields

To map data into agreement fields in the Agreement Template:

Click the Map data into agreement fields link

To map data into agreement fields in the Agreement Template:

Click the Map data into agreement fields link and select a Mapping Method:

  • Select from Object
    • This option requires a Salesforce Object  to be defined
    • Based on the master object you set up, select a field Source and a Target Agreement field. 

For example, if the Master Object the master object may be ‘Opportunity’. In the next screen, select the source field from your master object (e.g., Opportunity) and also select the target Agreement object field where the data will be mapped.

  • Input Specific Value
    • Push a literal value into a Target Agreement field

All mapped fields are listed on the template where they can individually be edited or deleted.

Attach the document(s) that the template is expected to deliver.

If no documents are attached to the template, the sender will have to select the document when configuring the Agreement.

If the template is set to Auto Send, at least one document should be attached to the template.

  • Upload to add a document - The top most field allows you to add a file via drag-and-drop from the desktop, or uploading a file through a menu driven wizard
Note:

Any file uploaded via drag-and-drop or Upload Files is added to the Salesforce CRM & Files content (stored as a File), owned by the uploader.

  • Select to add documents - This option allows you to search for a document by specific libraries using the Search bar under the radio button options:
    • Salesforce CRM & Files - Your personal library. Any documents you upload from your system are stored in this library for future use
    • Salesforce Documents- The Salesforce library that is shared amongst users
    • Adobe Sign Library - The library content stored in the Adobe Sign system
    • Advanced Search - One interface with all of the above options available

Advanced Options

Add a document from object or runtime variable - This option allows you to select a document or object from a Salesforce object or runtime variable.  

Some salesforce master objects will offer additional options for the source of the document (eg: If the Salesforce Object defined on the Template Details tab is Opportunity, you will have an additional source option of Add from Opportunity Quote)

 

There are three options:

○ Add from Salesforce Object

Source Type - Choose the object type for the document between File or Attachment

►Document Selection - Select the document to attach based on one of these criteria:

○ Latest Document - Most recent Creation Date

○ Oldest Document - Oldest Creation Date

○ All Documents - All documents found

○ Add from Opportunity Quote

►Quote Type:

○ Latest Quote

○ Oldest Quote

►Quote Type Determined By:

○ Last Modified Date

○ Created Date

►Quote Document Type

○ Latest Document

○ Oldest Document

○ All Documents

○ Runtime Variable

Dynamically add an attachment from an object

Add a runtime variable name- Specify the variable and ID type from your Salesforce object

 

  • Add Form Field Template - Import a field template from the Adobe Sign library

The Recipients tab controls the stack of recipients for the agreement.

  • All Recipients Sign - All of the recipients defined in the template will be required to participate in the process, according to the roles applied to them. This is the setting for all agreements that aren't expected to be signed by the sender only
  • Only Sender Signs - Enable this option to add the "Only I Sign” functionality to the template.

The Enable Sender Signs Only setting must be enabled to use this option. Depending on your requirements, this option can be set to read only using the Read Only Sender Signs Only setting.

The Recipient stack determines four critical elements of the agreement:

  • Who is involved with the agreement - Each recipient of the agreement (and CC'd party) is listed discretely
  • How are they verified - Recipient identity verification can be configured per recipient
  • What are they allowed to do - Each recipient can be assigned their own role, defining how they can interact with the agreement, and how they are logged in the audit report
  • In what order do they gain access to the agreement - The number to the far left indicates when in the cycle the recipient is granted access to the document.

Typical signature processes are sequential, but a parallel process can be achieved by manually editing the index numbers to the same value. This can be done for the entire recipeint stack, making a fully parallel process, or in just one section of the stack, making a hybrid signature flow.

Recipients can be added by:

  • Salesforce object - Contact, User, Lead, or Group
  • Email - Any email address is acceptable
  • Runtime Variable - Dynamically insert a recipient based on an imported value from a variable on the master object (as defined on the Template Details tab)

The Message section imports the Agreement Name from the Template Details tab.

  • The text field under the Agreement Name provides the global message text inthe email that is delivered to the recipients.

Advanced Options

  • Enable hosted signature (in-person signature) - Enable to facilitate hosted, in-person signing if the signer is available
    • Hosting a signature is incompatible with Prefilling a form and Previewing to set fields (below)
  • Enable Preview and Position Fields—Enable this option to allow you to preview the agreement and to drag-and-drop form fields on to it before sending it out for signature
  • Send on Behalf of - The agreement will be sent behalf of the user record ID specified by this field

Note: If you are using the ‘Send on Behalf of’ functionality, make sure to enable it first by following these instructions.

  • Advanced Verification Methods - This options allows you to configure the verification methods for recipients if you are controlling signer verification based on Internal / External recipient status

On the Data Mapping tab, you can optionally specify which data mapping or merge mapping (or both) to automatically run when sending agreements using this agreement template.

 Merge Mapping—Select a data mapping to merge Salesforce fields into an agreement before sending it

 Data Mapping—Select a data mapping to be used to map inputs from a signed agreement back into Salesforce

 

Additional rules are the options to automate common agreement tasks:

  • Automatic Reminders—Select an option for automatic reminders. The options are NeverEvery Day, Until Signed; or Every Week, Until Signed
  • Days Until Expiration—Enter the number of days until the agreement expires
    • The number of days entered is added to the current date when the agreement record is generated from the agreement template to dynamically calculate the expiration date

Note: Organizations using a package version before 21.x show Days Until Expiration as a number field.

Organizations with a package install version 21.x or later will show this field as a Text field, allowing it to reference other fields in the Master Object (e.g. {!Expiry Date}

Customers that have upgraded from a version prior to v21 will have both fields

  • Post Sign Redirect URL—To automatically redirect the signers of an agreement to a specified URL after they sign, enter a URL. The Enable Post Sign Options setting must be enabled to use this option
  • Post Sign Redirect Delay (seconds)—If the Enable Post Sign Options setting is enabled and a Post Sign Redirect URL Is specified (see below), enter the number of seconds that should elapse before executing the redirect
  • Password protect the signed document —Enable this option to encrypt the signed PDF that is sent to signers
  • Set as default template for all agreements —Enable this option if you want to set this as the Default agreement template for your new agreements. You can also define a specific agreement template to associate with other agreements, which can override the default agreement template. For example, you can create a custom ‘Send for Signature’ button for the Account object that is associated with a specific agreement template. See Enabling the Send for Signature Button for more information about custom buttons
  • Enabled as a Chatter Publisher Actions - If you have enabled Chatter Publisher Actions on your Org, then you can check this box to enable this Agreement Template. The Chatter Publisher Action allow users to send agreements from Chatter. Check this box to enable this agreement template for the Chatter Action for any of the following master objects: Contact, Account, or Opportunity. For example, if the Master Object is Opportunity, then checking this box will enable users to send with this agreement template from any Opportunity Chatter feed. If you leave the master object blank, you can enable the agreement template on the home page Chatter feed. Learn more about enable the Adobe Sign Chatter Publisher Action


Enable Adobe Sign Workflows

Salesforce can easily be configured to import Workflows from Adobe Sign, allowing agents the flexibility to send from both environments with the same recipient structure, authentication methods, mail distribution, etc.

Using Workflows as the source for Salesforce templates also allows for using multi-purpose document templates that can gracefully include or skip recipients as needed.

Choose a Workflow

Defining the Salesforce template is slightly modified when a workflow is attached, as the workflow modifies the Recipients tab to align with the workflow, and inserts some configured elements that you would normally define in the SFDC template.

The list below calls out the differences in the setup process:

There are three requirements for gaining access to Workflows in Salesforce:

  1. Have at least one workflow available to you in Adobe Sign
  2. Configure the Salesforce account for Push Agreements 
    • This process generates the Callback Site URL that you need in the next step, so do this first
  3. Enter your Callback Site URL into the Callback URL Agreement Notification field in the custom Adobe Sign settings:
    • Assuming you have configured Push Agreements:
      • Log in as a Salesforce Admin    
      • Navigate to Setup > Platform Tools > Custom Code > Custom Settings
      • Click the label Adobe Sign Settings
      • Click Manage
      • Click Edit
      • Copy the value in Callback URL Adobe to Salesforce Site and paste it into the Callback URL Agreement Notification field 
      • Click Save
Apply the Callback URL Agreement Notification

Workflows are now ready to be used in your Salesforce org!

  1. Select Adobe Sign from the App Launcher in the upper-left of the screen
  2. Click the Agreement Templates tab
  3. In the Agreement Templates home page, click the New button
  4. Provide a Tempate Name
  5. Select a workflow from the Choose Workflow dropdown
    • You will only see workflows that are available to your user in Adobe Sign
          
Workflow Template

The Template Details tab automatically populates the Agreement Name value as defined by the workflow.

All other fields are available to configure as a standard template.

Imported Agreement Name

The Attachment tab is reduced to only show the documents available per the Adobe Sign workflow.

  • The Document Title values in Adobe Sign are imported and displayed in the Title column in Salesforce.
  • Documents attached in the Adobe Sign workflow are imported to a list for the File picker in Salesforce.
    • There is only one option in the picker, the file defined in the Adobe Sign workflow
    • The file must be explicitly selected in the picker when building the template
      • The files is automatically attached as users invoke the template
    • Documents defined in Adobe Sign that do not attach the file will show as an option to Add File
      • This "empty" file can be populated at the template level and will populate as users invoke the template.
      • If a file is not added at the template level, the field remains open for the sender to add a file when creating the agreement
Imported attachments

The Recipient tab imports the recipient list and order from the Adobe Sign workflow.

  • The recipient name value in the Adobe Sign workflow is imported as the left-most "title" of the recipient record.
  • Recipients that are explicitly identified with an email in the workflow will populate that email into the Salesforce template.
    • If the Adobe Sign workflow does not allow editing of the recipient, then the template locks the field for that recipient, preventing editing
    • Recipients that are not explicitly identified in the workflow are editable in the template
    • If a value is added to the template, that value is inserted when the template is invoked and is editable by the sender
  • Recipients that are "Optional" in the Adobe Sign workflow may be left as empty values in Salesforce
Imported Recipient list

 

The Agreement Message and the CC'd parties are also imported to the Recipient tab (from the Agreement Info section of the Adobe Sign workflow).

Imported Message and CC

Note:

If your Adobe Sign workflow includes authentication methods for your recipients, those are imported also, though they are not displayed in the template.

Data Mapping cannot be imported from the Adobe Sign workflow, but can still be manually configured for the template.

The Rules tab imports the Days until Expiration value from the workflow:

Imported Expiration date

Note:

Changes made to a Salesforce template will not save automatically.

Make sure to click the Save button in the upper-right corner of the screen to save your edits.


Enabling the “Send for Signature” Button

The ‘Send for Signature’ button is associated with the default agreement template or with any specific agreement template that you configure. By default the Adobe Sign for Salesforce integration includes a ‘Send for Signature’ button that you can add to your Opportunity, Account, Contact, Lead, or Contract page layouts. You can also create multiple custom ‘Send for Signature’ buttons that can be added to other objects and associated with different agreement templates.

Here is an example of how to enable the ‘Send for Signature’ button for the Opportunity object:

  1. Navigate to Setup > Platform Tools > Objects and Fields > Object Manager

  2. Select the object you want to edit (Opportunity in this example) from the list of objects on the left side

  3. Click the Page Layouts option in the left rail

  4. Select the page layout you want to edit

  5. When the page layout opens, select Buttons from the list on the left

  6. Drag the button Send for Signature from the top section to the ‘Custom Buttons’ box in the Opportunity Detail section.

You can create custom ‘Send for Signature’ buttons for other objects. You can label the button to meet your needs.

Here is an example of how to create a custom ‘Send for Signature’ button for the Opportunity object:

  1. Navigate to Setup > Platform Tools > Objects and Fields > Object Manager

  2. Select the object you want to edit (Opportunity in this example) from the list of objects on the left side

  3. When the object page loads, select the Buttons, Links, and Actions option from the left rail

  4. Click the New Button or Link button in the upper-right corner

    • The Custom Button or Link Edit page displays

  5. You can copy what was set up for the default Opportunity button (see screenshot below) but will need to replace the Object ID variable at the end of the path with the Object ID variable that you want to add:

    {! URLFOR('/apex/echosign_dev1__AgreementTemplateProcess', null, [masterId=Opportunity.Id]) }

    Code for mapping a button

    • (Optional) Associate a specific Agreement Template to button:

    If you want to associate a specific Agreement Template for a specific ‘Send for Signature’ button, then the button path should be:

    {!URLFOR('/apex/echosign_dev1__AgreementTemplateProcess', null, [masterId = Opportunity.Id, templateId='a024J000002LuyBQAS'])}

    Where templateId should be set to the specific ID of the agreement template that is to be used. If this value is not set, then the default agreement template will be used. You can get the templateId from the URL of the agreement template page:

    Template URL

    • (Optional) After the button is clicked and the agreement is generated, send the user to a different page than the agreement page using retURL parameter.

    Example: You can define a ‘Send for Signature’ button so that when clicked, it will bring the user to a specified URL or back to the record instead of going to the Agreement page. To define this button, use this string as an example:

    /apex/echosign_dev1__AgreementTemplateProcess?masterid={!Opportunity.Id}&retURL=/{!Opportunity.Id}

     

    • (Optional) After button is clicked, trigger an onLoadAction for ‘Send’

    Example: You can define a ‘Send for Signature’ button so that when clicked, it will bring the user to the agreement page and after the page loads, the agreement will be ‘Sent’ without additional user intervention. To define this button, use this string as an example:

    /apex/echosign_dev1__AgreementTemplateProcess?masterid={!Opportunity.Id}&onloadAction=Send

    To learn more about onLoadActions, see onLoadActions. Alternatively, you can map the ‘Send’ value to the ‘On Load Action (Picklist)’ field on the Agreement record. See Map Data to Agreement Fields for information on how to define this mapping.

  6. Click the Save button.

    After creating the custom button, go to the Page Layout for that object and add it to the page similar to the steps mentioned above for the Opportunity example.


Enable Post Sign Options

Enable this option to take your signers to a landing page of your choice. This makes the ‘Post Sign Redirect URL’ and ‘Post Sign Redirect Delay’ options available on the send agreement page. Signers of an agreement are redirected to the specified URL after they sign. For example, you could redirect them to your company website or a survey page. This option can be made read only for senders using the Read Only Post Sign Options setting.

To enable post sign options:

  1. Navigate to Setup > Platform Tools > Custom Code > Custom Settings

  2. Click the Adobe Sign Settings label

  3. Click Manage

  4. Click New (or Edit)

  5. Find the setting Enable Post Sign Option

    1. (Optional) Find the setting for Read Only Post Sign Options
  6. Edit as needed, and click Save


Enable “Send on Behalf of…” Functionality

You may want to enable the ‘Send on Behalf of’ functionality if there are cases when someone in your Salesforce org is required to send agreements on behalf of another person. This feature works for any agreement sending including background sending, which is triggered through an update of the Agreement field 'Background Actions' or through the ‘Auto Send’ option in Agreement Templates. You can also set a lookup to a user in an Agreement Template to ‘Send on Behalf of’ so that it is automatically populated when the agreement is generated. 

To enable the “Send on the Behalf of” functionality:

  1. Enable the ‘Allow Sending on Behalf of Others’ setting by doing the following:

    1. Navigate to Setup > Platform Tools > Custom Code > Custom Settings
    2. Click the Adobe Sign Settings label.
    3. Click the Manage button.
    4. Click the New (or Edit) button.
    5. Find (ctrl/cmd +f) the Allow Sending On Behalf of Others setting and edit it as needed
    6. Click the Save button

  2. Add the ‘DC – Allow Sending as Other Users’ field to the User record layout by doing the following:

    1. Navigate to Setup > Platform Tools > Objects and Fields > Object Manager
    2. Select User from the Object Manager
    3. Select User Page Layouts from the left rail of the User object page
    4. Click the User Layout link
    5. With Fields selected, click Adobe Sign Allow Sending As Other Users and drag it to the “Additional Information (Header visible on edit only)” section of the layout
    6. Click the Save button

  3. For the specific user that you want to send on behalf of, you must enable ‘Adobe Sign Allow Sending as Other Users’ option as follows:

    1. Navigate to Setup > Administration > Users > Users
    2. Click the Edit Action for the specific user.
    3. In the User Edit page, Additional Information section, enable the Adobe Sign Allow Sending as Other Users option.
    4. Click the Save button

  4. Add the ‘Send On Behalf Of Others’ field to the Agreement page layout by doing the following:

    a. Navigate to Setup > Build > Create > Objects

    b. Click the Agreement link

    c. Click Field Sets at the top of the page to navigate to that section

    d. Click the Edit Action

    e. With Agreement selected, locate the Send On Behalf Of field then click and drag it to the In the Field Set section.

    f. When setting up the agreement to send, the field ‘Send On Behalf Of’ needs to be populated with the user that has allowed other users to send on their behalf. 

     


Enable Sender Signs Only

Enable this setting to display and enable the ‘Sender Signs Only’ option in the Recipients section of the send agreement page. When the ‘Sender Signs Only’ option is used, the agreement or document is presented to the sender to sign. This functionality is similar to the ‘Fill & Sign’ functionality in Adobe services. This option can be set to read only using the Read Only Sender Signs Only setting.

To enable the Sender signs only feature:

  1. Navigate to Setup > Platform Tools > Custom Code > Custom Settings

  2. Click the Adobe Sign Settings label

  3. Click Manage

  4. Click New (or Edit)

  5. Find the setting Enable Sender Signs Only

    • (Optional) Find the setting for Read Only Sender Signs Only
  6. Edit as needed, and click Save


onLoadActions

Salesforce can automatically trigger actions via the onLoadAction URL parameter supported by Adobe Sign for the Agreement button actions: Send, Remind, Delete, Cancel, Update, and View. The URL parameter will respect the Toolbar Settings (see the Advanced Customization Guide) set by the administrator so that only those that are enabled will be available.

Example of URLs with onLoadAction:

  • Send: Make sure you have an agreement with status Draft in your account.

https://echosign-dev1.ap1.visual.force.com/apex/EchoSignAgreementAdvanced?id=[agreementID]&sfdc.override=1&onLoadAction=send

 

  • Remind: Make sure you have an agreement with status Out for Signature in your account.

https://echosign-dev1.ap1.visual.force.com/apex/EchoSignAgreementAdvanced?id=[agreementID]&sfdc.override=1&onLoadAction=remind

 

  • Delete: Make sure you have an agreement with status Out for Signature in your account.

https://echosign-dev1.ap1.visual.force.com/apex/EchoSignAgreementAdvanced?id=[agreementID]&sfdc.override=1&onLoadAction=delete

 

  • Cancel: Make sure you have an agreement with status Out for Signature in your account.

https://echosign-dev1.ap1.visual.force.com/apex/EchoSignAgreementAdvanced?id=[agreementID]&sfdc.override=1&onLoadAction=cancel

 

  • Update: Make sure you have an agreement with status Out for Signature in your account.

https://echosign-dev1.ap1.visual.force.com/apex/EchoSignAgreementAdvanced?id=[agreementID]&sfdc.override=1&onLoadAction=update

 

  • View:  Make sure you have an agreement with status Out for Signature, Signed, or Canceled in your account.

https://echosign-dev1.ap1.visual.force.com/apex/EchoSignAgreementAdvanced?id=[agreementID]&sfdc.override=1&onLoadAction=view

 

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