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Adobe Acrobat Sign for Salesforce: Mappings and Templates Guide

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Adobe Acrobat Sign for Salesforce: Field Mappings and Templates Guide provides instructions on how to use templates and how to configure the Data and Merge Mapping feature.

Overview

Acrobat Sign enables you to use interactive forms to collect data from your signers, position signature and initial fields in your documents, collect two-party information from both senders and signers, and more.

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

You can use Acrobat Sign text tags to:

  • Set specific locations on documents for customers to add signatures and initials.
  • Collect data from signers that can later be pushed back into your Salesforce account. 
  • Merge data from Salesforce into document fields before sending for signature. 

See About Forms & Text Tags.

Adobe Acrobat Sign for Salesforce: Field Mappings and Templates Guide provides instructions on how to:

About Forms & Text Tags

Successful mapping requires that you've pre-built forms with defined field names so you can logically relate the SFDC object field to the Acrobat 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). 

data-map-test
data-map-test

You can create Acrobat Sign forms by adding special text tags to any document (Word, PDF, Text, and more) that you send through Acrobat Sign. 

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

You can create forms with field mapping using the Text Tag Shortening feature which helps you establish a convention for the field names that repeat on every document. This feature can help you:

  • Save time by not having to re-create the formal tags.
  • Improve data mapping across multiple forms and build an anchor for future forms.

For more details, refer to Adobe Acrobat Sign Text Tag Guide.

Configure Merge & Data Mappings

You can use the following settings to configure Merge and Data Mappings in your Sign for Salesforce account:

Optional settings

  • 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.
  • 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.

Suggested setting

  • Upload field names to Salesforce forms: You can populate the SFDC object fields with Merge & Data Mapping field names 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. 
    Follow the steps below to upload field names to Salesforce object fields:
    1. Create a form with all fields defined.
    2. Send the form for signature through Salesforce with an obvious agreement name, such as W4 Field Template. It helps you in finding the right template while mapping the fields.
    3. Enter some content into every field that you want to map, and then sign the agreement so it registers as completed in Salesforce.
      The template is now available for you to select when you use the Import feature of data/merge mapping

Use Merge Mappings to generate documents with Salesforce data

You can use Acrobat Sign Merge Mappings 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 sending it 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 and also 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 Acrobat Sign Agreement. The target for each merge mapping item is a designated field on an Acrobat Sign agreement.

For example, the mapping below updates the Acrobat 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.

field-mappings

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.

To use Merge Mapping to generate documents with Salesforce data, you must learn how to:

To create a Merge Mapping:

  1. Go to App Launcher and from the upper-right corner, select Adobe Acrobat Sign.

  2. Select the Merge Mappings tab.

  3. On the Merge Mapping home page, select New.

    new-merge-mapping

    It displays the New Merge Mapping page.

    new-merge-mapping-details

  4. Under the Mapping Information section:

    • Type a name for the mapping.
    • To execute the mapping by default when sending an agreement for signature, select the Default Merge Mapping check box. 

  5. To import and map form field names from an existing document, select an agreement that was sent for signature and signed.

    You can import fields from additional agreements to add additional fields, as follows:

    1. Select Import Document Form Fields header to display the Import Document Form Fields section.
    2. Select the Search icon for Import Fields from.
    3. Select the agreement that you want to import fields from.
    4. Select Import Form Fields.

    It displays the number of imported form fields. 

    Note: Fields with duplicate names will not be imported twice. 

    merge-import-form-fields

    merge-fields-imported

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

    Map Salesforce object fields

  1. To add a new blank row, select Add Field Mapping.

  2. Define the mappings and mapping rules under the following fields:

    • Target Document Field—If you've imported form fields, select these fields or input a specific field name. Select the icon to the left of the Target Document Field to switch between a text input field and a 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, select Selected Object, and then from the Object Selector dialog that appears, 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—Select this to delete the row.
    merge-object-selector

  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.

  1. To add a new blank row, select Add Field Mapping.

  2. Select Selected Object.

    merge-object-selector

  3. In the Object Selector dialog that opens, 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.

    merge-source-field-selector

  4. Select Done.

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

    Once you complete your Merge Mapping template, select Save.

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 to run any custom business logic to determine which template to use. You don't 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.

There are Merge Mapping settings that define how file attachments are handled. By default, the original attached document, such as an NDA template, is removed and the merged document is attached to the agreement record once the agreement is sent.

  • Attach Merged Document—It attaches the document with the merged data to the agreement record after the agreement is sent.
  • Remove Original document—It removes the original template document from the agreement record after the agreement is sent.

To change the document attachments settings:

  1. Navigate to Setup > Platform Tools > Custom Code > Custom Settings.
  2. Select Adobe Sign Merge Mapping Settings.
  3. Select Manage.
  4. Select New.
  5. Edit the settings as desired and then select Save.

Note: Document attachment settings are global in scope and impact all merge mapping templates.

Salesforce fields have validation rules that may cause a mapping to fail. For example, if you map the Salesforce email field to an Adobe Acrobat Sign text field it may fail in the email address isn't valid.

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 Acrobat Sign Agreement object, and an email is sent to the owner of the merge mapping indicating the error.  

Note: You can create a report or list view to expose failed mapping fields.

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

  2. Select Adobe Sign Settings.

    sign-custom-settings

  3. On the Adobe Sign Settings page, select Manage.

  4. On the Custom Setting page, select New or Edit.

  5. Select the Enable Mapping Error Notification check box.

    custom-settins-enable-mapping-error

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

  6. Select Save.

Use Data Mappings to push signer data & files to Salesforce records

Acrobat Sign form field data mappings help you define how Acrobat Sign will update Salesforce objects with signers data. 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. Also, you can also push back the Acrobat Sign signed agreement, audit trail, and any uploaded supporting documents from recipients into Salesforce objects by setting up file mappings. 

About Data Mappings

Acrobat Sign Data Mappings update Salesforce objects when an Acrobat 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 that it must update.

A data source for a mapping can be an Acrobat 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 Acrobat 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. 

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. 

To use Data Mappings to push signer data & files to Salesforce records, you must learn how to:

Follow the steps below to create an Acrobat Sign Data Mapping:

  1. From the upper-left corner of the App Launcher page, select Adobe Acrobat Sign.

  2. Select the Data Mappings tab.

  3. On the Data Mappings home page, select New.

  4. On the New Data Mapping page:

    • Provide an intuitive name for the mapping.
    • To set it as the default mapping, select the Default Data Mapping check box. It executes the mapping by default after the agreements are signed.
    • Alternatively, you can assign data mappings to an Agreement Template to be used when an agreement is created.
    new-data-mapping

  5. To save the mapping now without fields defined, select Save.
    Else, continue to Define field-to-field mappings.

    Note:

    If you don't have custom Acrobat Sign fields in the document that you're importing from, you cannot import the default Acrobat Sign fields that come with each signed agreement, such as signed (date), email, first, last, title, and company.

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. You can create mapping rules for any field at Salesforce, including the custom fields.

To map agreement form fields with the fields in the Salesforce environment, you must:

  • Select the target Salesforce object field from where the data will be retrieved.
  • Define the source of the data.
  • Set the status event that should trigger the source field content to be pushed to the target field.

To import the field names from the signed agreement and enable selecting field names from a picklist, admins must upload their form fields to Salesforce.

You can import field names from a signed agreement to have the fields available in the form. Importing field names returns only the fields that are updated during the signature process and ignores the unaltered fields.

To import fields from an agreement:

  1. From next to Import Form Fields, select the search icon to open a lookup page with a list of your recent agreements.

  2. Select the agreement that you want to import the field names from.

    data-import-form-fields

  3. Select Import Form Fields.
    It displays the number of fields imported.

    data-form-fields-imported


To define field-to-field relationships:

  1. Under Fields Mappings, select Add Mapping to add a record.

    data-add-mappings

  2. Specify the target, source, and trigger, as follows:

    • Under Which Salesforce Object to Update, select the target Salesforce object where the data is to be updated.
    • Under Which Salesforce Field to Update, select the target Salesforce field where the data is to be updated.
    • Under Where is the Data Coming From?—Select Type, select one of the following options:
      • Agreement Field: It presents a list of objects on the Agreement object in Salesforce.
      • Constant: It allows a constant (literal) value to be inserted.
      • EchoSign Form Field: It allows a list of field names imported from signed agreements to be presented.
        Note: You can also manually type the values for each field.
    • Under What is the Value of the Data, select one of the following options based on the Data Coming From option selected:
      • Data Coming From ‘EchoSign Form Field’—Select an EchoSign Form Field or input in a specific field name. Select 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.
    • Under When to Run the Mapping? – Select Agreement Status, select one of the following status options to 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
    data-when-to-run-mapping

  3. Repeat Steps 1-2 until all of your field relationships are defined, and then select Save.

At the record level, you can control the push of a content update. To do so:

  1. Under Actions, select the Settings (gear) icon.
  2. In the Field Mapping Value Settings dialog that opens select one of the following options:
    • Do Not Overwrite Existing—It prevents overwriting the value if a value already exists in the target Salesforce field.
    • Do Not Write Empty—It prevents writing an empty value to the target Salesforce field in case the source value from the Acrobat Sign agreement is empty.
  3. To disable a mapping row so that it does not execute, select Disable.

You can map the Acrobat Sign completed agreement and/or audit trail to the selected target Salesforce object. To do so, follow the steps below:

  1. Under File Mapping section, select Add Mapping.

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

    • Under Which Salesforce Object to Update, select the target Salesforce object to update with the files.
    • Under How Do You Want to Add the File, select one of the following options:
      • Add a reference link to the file—It provides a URL to the agreement PDF. The reference links must be mapped into a text-based field such as string or picklist. Reference links only support the file type Signed Agreement – Merged PDF.
      • Attach file directly to object—It attaches the PDF document directly to the object you are mapping to if an attachment list is available for that object. All Salesforce objects do not support file attachments, such as Users.
      • Save as an attachment—It allows the document to be stored as an Attachment object type.  If this option is not selected, the content is stored as a File object.
    • Under Which Field to Add the File URL, select the target field to which the URL is copied. It is required only if you select Add a reference link to the file.
    • Under Which File to Add, select one of the following options:
      • 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. Under When to Run Mapping? - Select Agreement Status, select one of the following options to specify the agreement status that triggers to run data mapping:

    • 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. Once done, select Save.

  5. If you have a custom subdomain in your Adobe Acrobat Sign URL (such as https://caseyjones.na1.adobesign.com), you must add the URL to the Salesforce Remote Site list when mapping the signed agreement. To do so:

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

You can create numerous data mappings, as required, and define one of them as the default mapping. The default mapping is executed whenever an agreement’s status changes. Only one mapping can be a default mapping.

You can explicitly specify which mapping you want 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.

Note: You don't need to set that field to point to the default mapping, the default mapping is automatically executed if this field is left empty.

You can also execute a mapping before or after the Agreement status changes to ‘Signed’ (for example, 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.

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

Make sure to use Acrobat Sign form field validation rules where possible to ensure data entered by signers can be pushed into Salesforce. Acrobat 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 Acrobat 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 you can turn it off using the following steps:

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

Create Agreement Templates and Workflows

Adobe Acrobat Sign Agreement Templates allow you to set up 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 allow you to pre-define agreement fields including name, message, language, expiration dates, and security options. You can also associate a particular data mapping, merge mapping, and object (such as 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 (for example, Opportunity) so that it links to an agreement template by default. To generate an agreement using an agreement template, you can select Send for Signature.

Create an Agreement Template

To create a new Agreement Template:

  1. Go to the App Launcher and from the top-right corner, select Adobe Acrobat Sign.

  2. Select the Agreement Templates tab.

  3. On the Agreement Templates home page, select New.

    new-agreement-template

  4. In the dialog that appears, enter a template name and select a workflow for the template, if desired.
    Note: You see the option to select a workflow only if workflows are enabled. See, how to Enable workflows.

    Name the Template

  5. Select Save.

    It displays the new Agreement Template page with the template name at the top. From the upper-right corner, select the drop-down icon to edit the following 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.
    new-agreement-edit-options

    Under the Save button, the page displays the template ID and the meta data around who created, owns, and last modified the template. You can toggle the Active check box to make the template available or not. New templates are created in an Active state.

    new-agreement-metadata

  6. To configure the new template, provide the following details:

Provide the template details

template-details

It includes the core details that relate to the agreements created by the template by referencing a Salesforce object. To provide template details, fill in the following fields:

  • Agreement Name: It 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 recipient's name when the agreement is generated, such as 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 how to Enable the Send for Signature Button.
  • Mapped data: Select Map data into agreement fields and select a Mapping method:
    • Select from Object: It 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 is ‘Opportunity’, then 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.
map data

map-data-entry

Note:

To be able to map data to or from a secondary object that is linked to the Master object, you must implement the following steps:

  1. On the Master Object, ensure that there is a lookup field to the secondary object. Data cannot be mapped to or from a related list.
  2. On the Agreement object, ensure that there is a lookup field to the secondary object.
  3. On the Agreement Template, select Map data into agreement fields and select Select from Object.
  4. For the Source type field, select the lookup field for the secondary object.
  5. For the Target agreement field, select the lookup field for the secondary object.
  6. Select Save.
  7. On the agreement template, select Save to save your settings.
  8. Follow the steps to set up Data mapping or Merge mapping as described in the sections below.
  • Auto Send: Enable this option if you've automated workflows that you want to use to trigger the sending of agreements or if you want to automatically send an agreement after a user selects 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.
  • Agreement Type: Select from the list of defined Agreement Types.
  • 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:
    • E-Signature: To collect electronic signatures by default.
    • Written Signature: Select this option to instruct recipients to download the document, physically sign it, scan the signed document, and upload it to Acrobat Sign.

Attach documents

You must attach one or more documents 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.

template-attachments

To attach documents:

  1. Select Upload files and upload a file through a menu-driven wizard.
    Or, drag-and-drop a file from the desktop.
    Note: All uploaded files are added to the Salesforce CRM & Files content and are owned by the uploader.
  2. Under Select to add documents, select one of the below options and search for a document by specific libraries using the Search bar:
    • Salesforce CRM & Files - It is your personal library. Any documents you upload from your system are stored in this library for future use.
    • Salesforce Documents- It is the Salesforce library that is shared amongst users.
    • Acrobat Sign Library - It refers to the library content stored in the Acrobat Sign system.
    • Advanced Search - It is an interface with all of the above options available.
  3. Under Advanced Options, optionally select Choose Document Source. It allows you to select a document or object from a Salesforce object or runtime variable. Some salesforce master objects offer additional options for the source of the document. For example, if the Salesforce Object on the Template Details tab is Opportunity, you 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), or All Documents (All documents found).
    • Add from Opportunity Quote
      • Quote Type: Latest Quote or Oldest Quote.
      • Quote Type Determined By: Last Modified Date or related Date.
      • Quote Document Type: Latest Document, Oldest Document, or 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.
  4. To import a field template from the Adobe Sign library, use the search bar under Add Form Field Template field.
doc-source-add-salesforce-object

add-from-opportunity-quote

runtime-variable

Add Recipients' Details

You can use the Recipients tab to add recipients and control the stack of recipients for the agreement. To do so, fill in the following details:

  • Under Signing workflow, select one of the following two options:
    • All Recipients Sign: All the recipients defined in the template are required to participate in the process, according to the roles applied to them. Select this for all agreements that are not required to be signed by the sender only.
    • Only Sender Signs: Enable this option to add the "Only I Sign” functionality to the template. You must select Enable Sender Signs Only setting to use this option. Depending on your requirements, this option can be set to read-only using the Read Only Sender Signs Only setting.
  • Under Recipients, select a recipient role from the Signer drop-down list.
  • In the Search Contacts field, search for the recipient's contact. Else, select Email from the drop-down list and add the recipient's email address. 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).
  • To add more recipients, select Add Recipient.
  • To add yourself as a signer, select Add Me. Select Sign Last or Sign First to set the signing order for yourself. Select Host signing for the first signer if needed.
  • To change the identity verification method, select Email to open the identity verification menu. From the drop-down, select one of the following verification methods, as required: Password, KBA, Phone, or Government ID.
  • Optionally, add a message for the agreement recipients.
  • Under Advanced Options:
  • To facilitate hosted, in-person signing, select Enable hosted signature (in-person signature).
  • To allow you to preview the agreement and to drag and drop form fields onto it before sending it out for signature, select Enable Preview and Position Fields.
  • To send the agreement on behalf of a specific user, select Send on Behalf of and specify a user record ID. see how to enable the 'Send on Behalf of' feature.
  • Optionally select Advanced Verification Methods to configure the verification methods for recipients if you're controlling signer verification based on internal or external recipient status.
template-recipients

Add data Mappings

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.
data-mapping

Configure additional rules

You can configure additional rules to automate common agreement tasks. To do so, fill in the following fields, as required:

  • Under Automatic Reminders, select one of the following options from the drop-down menu: Never, Every Day, Until Signed, Every Week, Until Signed.
  • Under 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: If using the package version 21.x or earlier, you see the Days Until Expiration as a number field. Customers using the package version 21.x or later see the field as a Text field, allowing it to reference other fields in the Master Object, such as {!Expiry Date}. Customers who have upgraded from a version prior to v21 will have both fields.
  • Under Post Sign Redirect URL, enter a URL to automatically redirect the signers of an agreement to the specified URL after they sign. The Enable Post Sign Options setting must be enabled to use this option.
  • If you've enabled the Post Sign Options setting and specified a Post Sign Redirect URL Is specified, under Post Sign Redirect Delay (seconds) field, enter the number of seconds that should elapse before executing the redirect.
  • Select Password protect the signed document checkbox to encrypt the signed PDF that is sent to the signers.
  • Select Set as default template for all agreements checkbox 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 Enable the Send for Signature Button for more information about custom buttons.
  • Select Enabled as a Chatter Publisher Actions to enable this Agreement Template if you have enabled Chatter Publisher Actions on your organization. The Chatter Publisher Action allows 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 enables 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.
    For more information, refer to the Adobe Acrobat Sign Chatter Publisher Action.
template-rules

Enable Acrobat Sign Workflows

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

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:

To gain access to Workflows in Salesforce, you must:

  • Have at least one workflow available to you in Acrobat Sign.
  • Configure the Salesforce account for Push Agreements. It generates the Callback Site URL that you need in the next step.
  • Enter your Callback Site URL into the Callback URL Agreement Notification field in the custom Adobe Sign settings, as follows:
    1. Log in as a Salesforce Admin.
    2. Navigate to Setup > Platform Tools > Custom Code > Custom Settings.
    3. Select Adobe Sign Settings.
    4. Select Manage.
    5. Select Edit.
    6. Copy the value in Callback URL Adobe to Salesforce Site and paste it into the Callback URL Agreement Notification field. 
    7. Select Save.
Apply the Callback URL Agreement Notification

You can now use workflows in your Salesforce org.

  1. From the upper-right corner on the App Launcher page, select Adobe Acrobat Sign. 
  2. Select the Agreement Templates tab.
  3. On the Agreement Templates home page, select New.
  4. Provide a Template Name.
  5. Select a workflow from the Choose Workflow dropdown. You see only the 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

Under the Attachment tab, you see only the documents that are available per the Acrobat Sign workflow.

  • The Document Title values in Acrobat Sign are imported and displayed in the Title column in Salesforce.
  • Documents attached in the Acrobat 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 Acrobat Sign workflow. The file must be explicitly selected in the picker when building the template, and it is automatically attached as users invoke the template.
    • Documents defined in Acrobat 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 Acrobat Sign workflow.

  • The recipient name value in the Acrobat Sign workflow is imported as the leftmost "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 Acrobat 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 Acrobat Sign workflow).

Imported Message and CC

Note:

If your Acrobat 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 Acrobat 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.

Enable 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 Acrobat 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 that you want to edit (Opportunity in this example) from the list of objects on the left.

  3. From the left panel, select Page Layouts.

  4. Select the page layout that you want to edit.

  5. From the list on the left panel, select Buttons.

  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 that you want to edit (Opportunity in this example) from the list of objects on the left.

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

  4. From the upper-right corner, select New Button or Link. 

    It displays the Custom Button or Link Edit page.

  5. You can copy what was set up for the default Opportunity button (see screenshot below) but will must 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

    • Optionally, 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 the 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. Select Save.

    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

You can enable post-sign options 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 can redirect signers 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. Select Adobe Sign Settings.

  3. Select Manage.

  4. Select New (or Edit).

  5. Find the Enable Post Sign Option and modify as desired.

    Optionally, find the setting for Read Only Post Sign Options and modify as desired.

  6. Select 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. Select Adobe Sign Settings.
    3. Select Manage.
    4. Select New (or Edit).
    5. Find (ctrl/cmd +f) the Allow Sending On Behalf of Others setting and edit it as needed.
    6. Select Save.

  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. Select User Layout.
    5. With Fields selected, select Adobe Acrobat Sign Allow Sending As Other Users and drag it to the “Additional Information (Header visible on edit only)” section of the layout.
    6. Select Save.

  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. For a specific user, select Edit.
    3. In the User Edit page, under the Additional Information section, enable Adobe Sign Allow Sending as Other Users option.
    4. Select Save.

  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. Select Agreement.

    c. From the top of the page, select Field Sets.

    d. Select Edit.

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

    f. When setting up the agreement to send, the field ‘Send On Behalf Of’ must 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. Select Adobe Sign Settings.

  3. Select Manage.

  4. Select New (or Edit).

  5. Find the setting Enable Sender Signs Only and edit as needed. Optionally, find the setting for Read Only Sender Signs Only and edit as needed.

  6. Select Save.

Add AgreementPanel (or AgreementPanelWide) and AgreementList Components

Acrobat Sign for Salesforce allows you to view and manage agreements via the Agreements Panel and Agreements List. You can add AgreementPanel (or AgreementPanel-wide) and AgreementList components to the Lightning page of any of the following Salesforce standard objects and use them to send and manage agreements for any record within that object:

  • Account
  • Contact
  • Contract
  • Lead
  • Opportunity
  • User

Follow the steps below to add AgreementPanel (or AgreementPanelWide) and AgreementList to a Salesforce object:

  1. Ensure that ‘My Domain’ set up for your account.
    See how to set up My Domain to use Adobe Acrobat Sign in the Salesforce environment.

  2. Open any record for any Salesforce object. The example below adds the components to a record in Opportunity object.

    add-agreements-panel-1

  3. From the top-right corner of the record page, select the Settings icon to open the menu and then select Edit Page.
    It opens the page in Edit mode.

  4. From the left panel, scroll down to the list of Custom-Managed components.

  5. To add an Agreement panel, drag-n-drop AgreementPanel to the desired location, as shown below. 

    If required, you may add AgreementPanelWide instead of the AgreementPanel. Both components provide similar functionalities but AgreementPanelWide gives a wider view.

    add-agreements-panel-2

  6. To add an Agreements list, drag-n-drop AgreementList to the desired location, as shown below. 

    add-agreements-panel-3

  7. From the top-right corner, select Save.

    add-agreements-panel-4

  8. If prompted to activate the page to make it visible to the users, select Activate.

    add-agreements-panel-5

  9. In the dialog that appears, select the required form factor and then select Next. Then, review the assignment and select Save.

    It saves the changes and activates the page for users.

    add-agreements-panel-6

Use onLoadActions

Salesforce can automatically trigger actions via the onLoadAction URL parameter supported by Acrobat 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 the 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 the 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 the 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 the 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 the 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 the 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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