emSigner Integration with Microsoft Dynamics 365 Saleshub to automatically initiate Quotes

How can the users initiate a quote automatically for signing through emSigner in D365 salehub?

emSigner enables seamless digital signing workflows by integrating with Microsoft Dynamics 365 Saleshub (D365 Saleshub). Using configurable triggers, the Super Admin can automate the signing process for quotes, based on specific business conditions.

Once set up, this integration ensures that quotes are automatically sent for signing without manual effort, streamlining the approval cycle and accelerating deal closures.

Note: This process of sending the document for signing from emSigner through D365 Saleshub can be achieved only for the Quotes. Only one document from the Quote can be sent to the Signatory for Signing.

How It Works

1. Trigger Configuration:

   • The Super Admin in emSigner defines the rules and conditions under which the signing process should be initiated when a quote is updated in D365 Saleshub.

2. Quote Activation in D365 Saleshub:

   • A quote is created and activated in D365 Saleshub, which signals it is ready for the next step.

3. Triggering the Signing Process:

   • When the quote status changes to a condition such as "Send document for Signing", the configured trigger picks up the quote for processing.

4. Document Sent to Signatory:

   • emSigner fetches the contact email address from the quote and automatically sends the document to the designated signatory for signing.

5. Signing Process:

   • The signatory reviews and signs the document via emSigner’s secure digital platform.

6. Return of Signed Document to D365 Saleshub:

   • Once signed, the finalized document is returned to the originator’s account in D365 Saleshub.

   • The returned document is renamed with the extension "_signed" to clearly indicate its status.

Below are the steps the Super Admin has to follow to enable this in emSigner and automate the quote document initiation in emSigner.

Step 1: Log in to the emSigner account using your Admin Username and Password.

Enter the password to login into the account.

Step 2: Click on the Settings tab present at the top.

Step 3: Navigate to "Market Place" under "Admin Settings."

Step 4: Select D365 from the options available.

Step 5: We can find three tabs D365, emSigner and Workflow. Provide the Connection Name and Base URL and click on Connect to check the connection.

Step 6: Provide the Connection Name and other details like the App Name and Secret Key for the instance that is to be configured. Once done, click on connect to test the connection once.

Step 7: Click on Workflow tab to find two triggers in Inactive State.

The 'Send Quote for Signing' is the trigger to pick the unsigned document uploaded in the Quote and send it to the Contact for signing. The 'EM Signer <> D365' trigger is to get the signed document back from emSigner applciation to D365.

Step 8: Click on 'Send Quote for Signing' to configure the first trigger. In this trigger there are six events which will handle the process of sending the Quote for singing. Click on 'Change Module Capture Quote' to define the Module, in our case, it is the 'Quote'. In the 'Picklist' it should be the 'Statecode' and the 'Picklist option' needs to be selected as 'Active'. Once selected click on "Continue" to save and move on to the next trigger 'Find Quote'.

Step 9: For the field 'Quote Id' under the event 'Find Quote', Select 'Primary Entiry Id' click on continue and proceed.

Step 10: For the event 'Find owner', in the 'Owner type' select 'System user' and under 'ID' select 'Ownerid Value' and click on Continue.

Step 11: For the event 'Find contact', in the 'Contact Id' select 'Customerid Value' and click on Continue

Step 12: For the event 'Export Attachment', select 'Quote' for 'Module', select 'Quote Summary' for 'Template Name' and 'Quoteid' for 'Document id'.

Step 13: For the 'Create flexiform with attachments', the Template has to be selected from the "Template Id" field. Based on the number of signatories configured the fields for the Signatories will be populated. Please note that only the "Form Templates' are supported. If there are more than one signatory the email address of the other signatories have to be provided in their respective fields.

Step 14: Following are the configurations that needs to be done mandatorily for the fields. The Super Admin can configure the other optional fields and have to click on 'Continue'. Once that is done the trigger has to be activated.

Initiator email = Internalemailaddress from Find Owner

Reference No = Quoteid from Find Quote

Document Name = 'Name'.pdf from Find Quote

Base 64 file data = Pdf file from Export Attachments

Request From = d365

Signature 1 Signatory email = Emailaddress1 from Find Contact

Step 15: Click on 'EM signer <> D365' to open the triggers for configuration. Provide Request From as 'd365' as we have configured the same in the earlier trigger. Click on "Find-Document-By-WorkflowId" and select 'WorkflowID' from Document Completed and click on continue. Select 'Find Quote' and for the Quote Id select 'Reference no' from Find-Document-By-WorkflowId and click on continue. Select 'Add Attachment' and configure the below and click on continue.

Associated Module = Contact

Record Id = Customerid Value from Find Quote

Subject = Name from Find Quote

Note Text = Any unique text for identification of this Quote

File Name = Signed_"DocumentName" from Document completed

Document Body = 'File list base 64 file data' from Find-Document-By-WorkflowId

FileType = PDF

Once this trigger is activated, the configuration in emSigner is completed.

Below are the steps the Initiator has to follow for creating a quote which will be sent to the Contact for signing in Microsoft D365.

Step 1: Login to Microsoft D365 using the Username and Password. Click on Sales Hub tile to access the Sales Hub.

Step 2: Navigate to Quotes from the left pane and click on 'New' to create a Quote.

Step 3: Provide all the details like Owner, Name, Currency, Opportunity and name of the potential customer. Once all these details are added, click on Save.

Step 4: After saving the Quote, it needs to be activated by clicking on 'Activate Quote' from the more options.

Step 5: Once the Quote is activated, the Quote document generated in D365 Sales Hub is sent for signing.

Step 6: The signatory will receive an email to sign the quote. Once all the signatories sign the document, the completed document can be seen in the respective contact's details page. Navigat to Contacts from the left pane, which will show all the list of contacts. From the list, click on the specific contact for whom the Quote is sent and they have completed the signing.

Step 7: In the timeline section of the customer contact page, the signed document can be seen.

Step 8: The preview of the signed document can be seen by clicking on the signed document pdf. The signed document can be downloaded by clicking on 'Download'. The signed document can be seen in the emSigner DocStore of the initiator of the document.