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How do I use SignNow with Salesforce?
Easily prepare documents for e-signature, send them for signing to multiple people and track the status of your documents without ever leaving Salesforce. Get detailed instructions on how to use SignNow within your Salesforce account below.
Download the SignNow for Salesforce Quick Start Guide
How to Download the Setup Guide
What’s Included:
- Adding the SignNow API Endpoint
- Creating a “Send with SignNow” Button
- Placing Your New Button on the Account View
- Adding the Document Status Canvas
- And more…
Sending Quotes for Signature
Prerequisites
This guide is written under the assumption you have already successfully installed the SignNow for Salesforce package in your Salesforce account, and have knowledge of the SignNow components and how they work. If not, please follow the directions in the Quick Start Guide above.
*UPDATE* Sending quotes for signature is now done with an extension package with the latest version of SignNow for Salesforce. Please make sure you are running the latest version of the SignNow package by checking the version on Salesforce AppExchange and comparing it with the version you have installed in your Salesforce account – https://appexchange.salesforce.com/listingDetail?listingId=a0N3000000B5E7FEAV.
Updating to the latest package is easy, just click the Get It Now button and follow the instructions. If you already have SignNow installed on your Quote objects, you will be prompted to download the Quotes Extension package when you try to send a quote. Follow the instructions and you will be quoting from Salesforce in no time!
Direct download link for SignNow Quotes Extension package: https://na34.salesforce.com/packaging/installPackage.apexp?p0=04t15000000ouzM
Step 1 – Add The SignNow Components To Your Quote Objects
If you have not yet enabled the Quote object for your Organization, locate the Quotes Settings and check the Enable Quotes box. Select the page layouts that should include the Quotes related list.
Create a new button for sending quotes for signature and drag it into the Custom Buttons area of your Quote layout. The code to use is below:
https://cuda-signnow.na78.visual.force.com/apex/signnow_templates?id={!Quote.Id}&type=quote&view=quotes
Step 2 - Create A New Quote For An Opportunity
Navigate to one of your opportunities and click the New Quote button to create a new quote.
Type in a name of the quote and click Save.
Step 3 - Create The Quote PDF
Select a Quote and on the Quote page click Create PDF.
Now there is one quote PDF created in the Quote record.
Next, you will see a PDF Preview. Note how the line items section will include whatever line items or products you have added to the quote, and the totals are automatically calculated.
Click the Save to Quote button.
Step 4 - Sending the Quote
Click SignNow Quote 2.0. button to begin the quote sending process.
Choose the quote PDF you’d like to send. If you have multiple PDFs on this record, you will be able to select which one you would like to send for signature.
Click Edit Document to open the document in SignNow and edit it (add fillable fields, checkboxes, dropdowns, etc.).
Click Add Annotations to add Salesforce annotation fields to the document.
When edit is done, click Next to proceed to the Data Binding settings or Skip Document Options if all the required settings are configured.
Enter the data to be bind, the data that automatically gets updated in the record fields when a form is filled. Specify your current object and the fields you’d like to update.
Specify your current Salesforce record type and the fields you’d like to populate data from.
Use proper checkboxes to update the fields in Salesforce records or in the document.
If the Update Salesforce record field is checked, then the Salesforce record fields will be updated with the data from your document fields.
If the Append from Salesforce record field is checked, then the document fields will be updated with the data from Salesforce record fields.
If both are checked, then the document fields will be updated with the data from Salesforce record fields and then after a user has changed it, it will be populated to Salesforce record fields.
Next enter recipient details and click Send to send the quote. You can also customize the email subject and body if you’d like. Use Advanced Settings to protect your document with a password, set an expiration date and add a reminder.
Congratulations! You have just sent a quote for signature with SignNow.
Step 5 - View the Quote Status
Go back to your Salesforce record and view the Quote status.
Template Settings Instructions
Prerequisites
This guide is written under the assumption you have the SignNow for Salesforce integration up and running already and have working knowledge of Salesforce and the SignNow integration components.
As a general best practice, when editing your SignNow integration, we recommend downloading the latest version of the package from the Salesforce AppExchange here https://appexchange.salesforce.com/listingDetail?listingId=a0N3000000B5E7FEAV. If you are up to date on your SignNow package, you may proceed with setting up your Template Settings.
Step 1 - Accessing the Template Settings Object
Select SignNow in the upper right corner of the Salesforce org menu.
Select Template Settings tab. You’ll see your recent template settings displayed in the list.
Step 2 - Creating Your Template Settings
To create new templates settings click New.
Now it’s time to add the details of this specific Template Setting. First, name your template settings.
- Assign recipient roles. The roles must be entered in the following format:
[{"order":"1", "name":"Signer 1", "email":"somename1@somedomain.com", "allow_forwarding":"yes"},{"order":"2", "name":"Signer 2", "email":"somename2@somedomain.com", "allow_forwarding":"no"}]
Use the following syntax to load the data from the current object directly to the TemplateSetting (the Contact object in the example):
{Contact.Name} recipient name loaded from the record field;
{Contact.Email} recipient email loaded from the record field;
{Contact.Date} date loaded from the record field, etc.
You can add as many fields as you need separating them by periods.
- Check the Automatically Send box to send your document automatically with the SignNow 2.0 TemplateSetting button or SignNow 2.0 Template Settings & Pre Selected Template button.
- Check the Skip to End box to make the document automatically open with the last step, skipping the document options settings.
Click Save to apply your settings and create a new TemplateSetting.
Next, copy the record ID from your new Template Setting Object URL and save it for later.
Step 3 - Creating a New Send Button For Your Template Settings
In this example we made our Template Settings for the Opportunity object, so we will add a button to the Opportunity Object.
Use the following code, and be sure to place your Template Settings record ID in the correct location:
https://cuda-signnow.na78.visual.force.com/apex/signnow_templates?id={!Opportunity.Id}&type=opportunity&template_setting=sf template setting id
Remember to select “Detail Page Button” for Display Type, “Display in existing window without sidebar or header” for the Behavior, and “URL” for the Content Source.
Then click Save to save the button.
Next, drag the new button into your object layout and save it.
Step 4 - Creating Template Settings & Pre Selected Template
Note that for the SignNow 2.0 Template Settings & Pre Selected Template button correct work you should replace sf template setting id in the button code (highlighted with yellow) with the Salesforce Template Setting ID and sn template id (highlighted with light magenta) with your SignNow template ID as it is described for the SignNow 2.0 Pre Selected Template button and the SignNow 2.0 Template Settings button.
Button Code:
https://cuda-signnow.na78.visual.force.com/apex/signnow_templates?id={!Opportunity.Id}&type=opportunity&template_setting=sf template setting id&template_id=sn template id
Step 5 - Applying Text Tags and Template Settings
The text tags on this document must match the roles you created with the JSON code in the Template Settings. For more information on text tags, please visit:
https://www.signnow.com/features/add-text-tags-to-the-document
Step 6 - Uploading The Document to Notes & Attachments
Click Attach File and follow the instructions to upload the document.
Step 7 - Sending the Attachment with Your Template Settings
Click your SignNow 2.0 Template Settings button to send the template for signing.
In the SignNow application click on a template. In the Generate New Document pop-up the custom document name that was set in your TemplateSettings will appear. You can change it or leave it as is, then click Submit.
The Send Document for Signing page with automatically pre-set TemplateSettings will open. You can still change the settings or just click Send to send your document.
To send a group of documents with preset TemplateSettings, select several documents by checking the boxes next to them and click Generate Document Group.
Alternatively, from the options dropdown menu select Edit Template to edit the template in SignNow (add fillable fields, checkboxes, radio buttons, etc.) if you would like to edit it before sending.
Select Salesforce Annotations to add Salesforce annotation fields to your document in SignNow if needed.
Select Salesforce Data Binding to specify the data to automatically update in the record fields when the form is filled or in the document.
Specify your current Salesforce record type and the fields you’d like to populate data from.
Use proper checkboxes to update the fields in Salesforce records or in the document.
If the Update Salesforce record field is checked, then the Salesforce record fields will be updated with the data from your document fields.
If the Append from Salesforce record field is checked, then the document fields will be updated with the data from Salesforce record fields.
If both are checked, then then the document fields will be updated with the data from Salesforce record fields and then after a user has changed it, it will be populated to Salesforce record fields.
Specify your document group name and click Submit.
Your documents will be ready with all the preset TemplateSettings options and ready to send. Make changes if needed and click Send.
View the document status from the Salesforce record.
Step 8 - Sending a Preselected Template for Signature with Preset Settings with the SignNow 2.0 Template Settings & Pre Selected Template Button.
In your object click on the SignNow 2.0 Template Settings & Pre Selected Template button.
In the Generate New Document pop-up enter your document name (Pre Selected Template name is specified by default) and click Submit.
Your preset Template Settings such as Recipient, Subject, Body, etc., will be applied by default on the Send Document for Signing screen. You can change them if needed. Use the Advanced Settings to password protect your document, set an expiration date and add reminders. Click Send to send the document.
Final Notes
You can create as many individual template settings as you want. For each different template setting you will need to create a new custom button by using the standard template setting button code and replacing the correct template setting ID. Always make sure the attachment you are sending has text tags with roles that match the roles specified in your template setting or else the process WILL NOT WORK.