emSigner Integration with Salesforce to automatically initiate Contracts

How can the users initiate a contract automatically for signing through emSigner in Salesforce?

emSigner allows organizations to streamline their contract signing process by integrating with Salesforce. Using configurable triggers, the Super Admin can automate the signing workflow based on specific conditions in Salesforce.

Once configured, the system ensures that contracts are automatically sent for signing when predefined conditions are met. This eliminates manual intervention, reduces processing time, and ensures a seamless document flow between Salesforce and emSigner.

Note: This process of sending the document for signing from emSigner through Salesforce can be achieved only for the Contracts. Only one document from the Contract can be sent to the Signatory for Signing.

How It Works

1. Trigger Configuration:

   • The Super Admin defines conditions under which the contract signing process should be initiated in emSigner.

2. Contract Activation in Salesforce:

   • A contract in Salesforce is initially activated and awaits further action.

3. Triggering the Signing Process:

   • When the contract status changes from "Activated" to "Send document for Signing", the pre-configured trigger picks up the contract.

4. Document Sent to Signatory:

   • emSigner extracts the signatory’s email from the contract details and automatically sends the document for signing.

5. Signing Process:

   • The recipient reviews and electronically signs the document using emSigner.

6. Return of Signed Document to Salesforce:

   • Once signed, the document is sent back to the originator’s account in Salesforce.

   • The filename is updated to include the extension "_signed" for easy identification.

Below are the steps the Super Admin has to follow to enable this in emSigner and automate the contract 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 Salesforce from the options available.

Step 5: We can find three tabs Salesforce, emSigner and Workflow. Provide the Connection Name and Salesforce 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 Contract for Signature' is the trigger to pick the unsigned document uploaded in the Contract and send it to the Contact for signing. The 'Signed document to salesforce' trigger is to get the signed document back from emSigner applciation to Salesforce.

Step 8: Click on 'Send Contract for Signature' to configure the first trigger. In this trigger there are six events which will handle the process of sending the Contract for singing. Click on 'Capture change in contract' to define the Field to watch, in our case, it is the 'Status'. In the Field Value it should be the Field value based on which the trigger has to be enabled. Once selected click on "Continue" to save and move on to the next trigger 'Get Contract by ID'.

Step 9: For the events 'Get contract by ID', 'get-contact-by-id', 'Get owner by ID' and "Get attachment by ID' click on continue and proceed.

Step 10: 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 11: 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 = Email from the Get owner by ID

Reference No = Message RecordId from the Capture change in contract

Document Name = name from the Get attachment by ID

Base 64 file data = body from the Get attachment by ID

Signature 1 Signatory email = Email from get-contact-by-id

Step 12: Click on 'Signed document to salesforce' to open the triggers for configuration. Click on continue for "Find-Document-By-WorkflowId" and for "Add attachments". Once the triggers are saved the 'Signed document to salesforce' trigger is to be "Activated". This completes the configuration in emSigner.

Below are the steps the Super Admin has to follow for configuring the settings in Salesforce to define the Field value for the Status.

Step 1: Login to Salesforce using the Username and Password.

Step 2: Navigate to Contract and click on 'Expand Quick Access Menu' and click on 'View Fields'.

Step 3: Scroll down to identify the "Status" and click on 'Status'. This will open the list of Statuses. Click on 'New' to create a desired status and save the same once done. This has to be selected from the dropdown in the emSigner application while configuring the triggers.

Step 4: In the 'Quick Find/Search', type 'Change Data Capture' and navigate to the "Change Data Capture Page and Select the entities Account (Account), Order (Order) and Contract (Contract) and save.

Below are the steps for the initiator to create a contract and send it for signing.

Step 1: Login to Salesforce with the username and password details.

Step 2: Navigate to Contracts and create a new contract by providing the details of the Account Name and Customer.

Step 3: Once the contact is created, click on "Attach File" to upload the document sent for signing.

Step 4: Browse the file after clicking on "Choose File" and upload. Click on "Attach File" and post the file is attached click on Done. Please note that there can be only one attachment that can be uploaded.

Step 5: Once th Contract is activated, click on "Activate" to activate the contract. Once th contract status is changed to activated, to send the document for signing, the status can be changed from Activated to "Send Document for Signing".

Step 6: Click on Save to save the change status for the Contract. The trigger configured in the emSigner application will pickup this change in status and initiate the document uploaded in the contract for signing.

Step 7: Once the document is signed by the signatory, the completed document can be seen in the initiators account under the contract with "_signed".