HelloSign for Salesforce Admin Guide

Transcription

1 HelloSign for Salesforce Admin Guide

2 Table of Contents HelloSign for Salesforce Admin Guide 0 HelloSign for Salesforce Historical Release Notes 3 HelloSign for Salesforce HelloSign for Salesforce HelloSign for Salesforce HelloSign for Salesforce HelloSign for Salesforce HelloSign for Salesforce HelloSign for Salesforce HelloSign for Salesforce HelloSign for Salesforce HelloSign for Salesforce HelloSign for Salesforce HelloSign for Salesforce Quick Start Guide 6 Creating a HelloSign to Salesforce Free Trial 6 Connecting HelloSign to Salesforce 9 Add Use HelloSign and HelloSign Signature Request related list to a page layout - Classic 10 Add Use HelloSign and HelloSign Signature Request related list to a page layout - Lightning 13 User Permissions to Send for Signature 14 Manage Template Access 15 Salesforce Sharing Settings 15 Additional Configuration Settings 19 Manage Team or Billing Settings on hellosign.com 19 Signed Document Routing 21 Enable/Disable Text Tags 21 Enable/Disable Opportunity Trigger 22 Scheduling Template Synchronizations 23 Disconnecting HelloSign from Salesforce 24 Salesforce Environment Management 25 Migrate from Sandbox to Production 25 Use in Production and Test in Sandbox 25 Template Management 26 Creating a Template 26 Default Signers & Lock Options 29 Optional Signers & CC 31 Merge Fields & Writeback Fields 31 HelloSign for Salesforce Admin Guide 1

3 Editing a Template 31 Archiving a Template 32 Unarchiving a Template 33 Sending for Signatures 33 Signer Options 33 Add signer roles into signature request 34 Send with Template 34 Send One-Time Document 37 Open Signature Requests 40 Signature Reminders 40 Send a Reminder 40 Automatic Reminder 41 Adding/Removing Reminders 41 Cancel Signature Request 41 Adding/Removing Cancel 41 HelloSign on Standard and Custom Objects Add lookup Field to Object from HelloSign Signature Request Create VF page for the Object Create a Use HelloSign button Add Use HelloSign button the page layout(s) Configure the Object in the HelloSign Settings Tab Configure Permission Sets and Grant Users access 47 Getting Started with HelloSign for CPQ 47 Install HelloSign for CPQ extension package 48 Configure CPQ Quote Template object 48 Configure CPQ Setting 50 Assign CPQ Extension Permission Set 51 Enable Quote Trigger (Optional) 52 Text Tags Behavior 53 Linking a CPQ Quote Template 54 Configure CPQ Template Section Records 54 Modify/Style HelloSign Signature Content record 55 Archiving a Template associated with CPQ Quote Template 56 Unarchiving a Template 57 Send CPQ Quote Documents for Signature with HelloSign 57 Send for Signature with HelloSign Template 57 Send for Signature with HelloSign One-Time Send 57 Customizing HelloSign for Salesforce with Apex 58 HelloSign for Salesforce Admin Guide 2

4 Example 1: Send signature request using Text Tags 58 Example 2: Send signature request from Account 60 Example 3: Send signature request with dynamic merge data 62 Example 4: Create a draft Signature Request that a user can edit and preview before sending 63 Global Method Service Objects 66 HelloSign.HelloSignDocumentService.SignatureRequest and HelloSign.HelloSignDraftDocumentService.SignatureRequest 66 HelloSign.HelloSignDocumentService.Signer and HelloSign.HelloSignDraftDocumentService.Signer 67 HelloSign.HelloSignDocumentService.Document and HelloSign.HelloSignDraftDocumentService.Document 67 HelloSign.HelloSignDocumentService.FormField and HelloSign.HelloSignDraftDocumentService.FormField 68 HelloSign.HelloSignDocumentService.CustomField 69 HelloSign.HelloSignDocumentService.SendSignatureResponse and HelloSign.HelloSignDraftDocumentService.SendSignatureResponse 69 HelloSign for Salesforce Historical Release Notes HelloSign for Salesforce 3.68 Embedded Global Methods with examples Support for custom fields in Global Methods Corrected issue causing inaccurate insufficient privileges error HelloSign for Salesforce 3.66 Default Signers Lock Default Signers Signer Reassignment Improved Global Methods documentation and added retrieving HelloSign client ID HelloSign for Salesforce 3.58 Redesigned Quick Access page in settings to make setup easier Self-sign up for HelloSign for Salesforce trial Writeback field support on HelloSign templates Manage user template access via Salesforce Sharing Rules HelloSign for Salesforce Admin Guide 3

5 HelloSign for Salesforce 3.51 Ability to cancel an open Signature Request from Salesforce Ability to send a reminder to all Signers who haven t signed from Salesforce Support for CPQ for customers with Salesforce CPQ installed Notable Bug Fixes Signature Request data returned in sandbox environments Templates being temporarily archived during system syncs HelloSign for Salesforce 3.40 Added support for Files when sending a one-time document Added support to save final signed documents to either Files or Notes & Attachments Updated left-hand navigation on HelloSign Settings tab Notable Bug Fixes A notable bug preventing HelloSign messages from exceeding 255 characters has been fixed. This required the deprecation of the message c field on both the the HelloSign Template and HelloSign Signature Request objects. Customer s with previous versions of HelloSign must update listviews, related lists and page layouts associated with these two objects. The most notable related list is the HelloSign Signature Request added to layouts in which HelloSign is used. The HelloSign Signature Requests tab in the App listview also needs to be updated. Upon update HelloSign migrates all existing data into the new message2 c field. Salesforce limitations prevent us from updating associated listviews, page layouts, and related lists. HelloSign for Salesforce 3.10 Attachments are deleted when removed from template All signed callback event now works with custom objects Sequential signer order does not work in one-time documents Lookup Results overlay doesn t alway show on top of other elements HelloSign for Salesforce 3.5 Added support for Salesforce Lightning Experience Added support for Essentials Edition Added support for Professional Edition Added HelloSign Welcome Tab to access Administration guides, provide navigation to connect OAuth, Contact Sales (Professional, Enterprise, Unlimited editions) or Buy a plan (Essentials Edition) HelloSign for Salesforce Admin Guide 4

6 Added ability to include a System User to send for signature Added ability to include a System Contact to send for signature Added ability to include a Related User to send for signature Added Ability to include an Opportunity Contact to send for signature when sending from an Opportunity Added ability to configure a System User on a HelloSign template Added ability to configure a System Contact on a HelloSign template Added ability to configure a Related User on a HelloSign template Added ability to configure an Opportunity Contact on a HelloSign template for the opportunity HelloSign for Salesforce Notable Bug Fixes Resolved record Id processing error for global method HelloSign for Salesforce 3.0 New Features/Updates: Added HelloSign Template Object Added ability to Edit Template to add/remove merge fields Added ability to Archive Template to delete a template on hellosign.com Added logging function for when errors throw Added HelloSign Signature_Request_ID c to the HelloSign HelloSign_Signature_Request c object Added ability to restrict if a user can edit a template title or message at runtime Added permission sets out-of-the-box for admins and for users Updated admin console interface Added ability to configure other objects to send for signature Added global method to send for signature Removed restriction that required at least one contact for a template based send Depreciated HelloSign for Salesforce object Notable Bug Fixes Token refresh causing error - OAuth token refresh has been cleaned up Page would not refresh after OAuth connection - Page now refreshes HelloSign for Salesforce 2.4 New Features/Updates: Added ability to pull contact records from headers and from contacts related to associated account HelloSign for Salesforce Admin Guide 5

7 HelloSign for Salesforce 2.1 New Features/Updates: Deactivated by default Opportunity Trigger to update opportunity stage to Closed-Won when a signature request is fully signed HelloSign for Salesforce 2.0 New Features/Updates: Added HelloSign Signature Status Object to the package Added HelloSign Signature Status Details Object to the package Removed Viewed, Sent, and Signed to Notes and Attachments Added Viewed, Sent, and Signed to HelloSign Signature Status and HelloSign Signature Status Details Added ability to send one off document from documents originating in notes and attachments Added ability to decline the signature requests Added ability to utilize text tags for one off documents Added ability to utilize a trigger to update opportunity stage to Closed-Won when a signature request is fully signed Added ability for access controls to limit Send with Template and Create Template by profile or permission sets Quick Start Guide Follow these quick and easy steps to get HelloSign for Salesforce configured in no time at all. HelloSign for Salesforce works with both Salesforce Classic and Salesforce Lightning Experience, all walkthroughs (unless specified) will be in Classic. Editions Supported: Essentials, Professional, Enterprise, Unlimited, Developer PREREQUISITES Be a Salesforce Administrator in your organization HelloSign for Salesforce Admin Guide 6

8 Creating a HelloSign to Salesforce Free Trial If you don t have a HelloSign account you can create on from our HelloSign Settings tab. On the Quick Access page or Connect to HelloSign page we have a Create an Account link. The following steps outline how to create a HelloSign Account. NOTE: If you have a Free HelloSign account you can Connect and we will automatically enroll you in our HelloSign for Salesforce Trial. NOTE: If you have a Paid HelloSign account that does not have the Salesforce integration you will need to reach out to our current HelloSign Account Executive or contact us to have your trial enabled. STEPS 1. Navigate to the HelloSign Settings tab 2. On the Quick Access page click Create an Account 3. We pre-populate your Salesforce user as your HelloSign needs to match to establish a connection between Salesforce and HelloSign HelloSign for Salesforce Admin Guide 7

9 4. Click Create Account 5. You will receive a verification in which you will set your HelloSign account password 6. Click Verify 7. Set your HelloSign account password and click continue 8. You are now logged in to our HelloSign webapp HelloSign for Salesforce Admin Guide 8

10 9. Navigate back to Salesforce and click Connect 10. You will either be prompted to enter your and password, or if you are still logged into your HelloSign account you will be automatically connected. RESULTS Connect to HelloSign is now connected Connect to HelloSign the connected user is shown as connected Connecting HelloSign to Salesforce NOTE: Only the system administrator needs to create the connection with HelloSign. Provisioning users is completed later in the process. NOTE: If you are unable to connect make sure you are logged into the correct HelloSign account and that your HelloSign and Salesforce addresses match. STEPS 1. Navigate to the HelloSign Settings tab HelloSign for Salesforce Admin Guide 9

11 2. On the Quick Access page click Connect 3. When prompted login to HelloSign. Your Salesforce (not username) and HelloSign must match. If you are not prompted it is likely you are already signed into HelloSign. 4. Returned to Quick Access page. RESULTS Connect to HelloSign is now connected Connect to HelloSign the connected user is shown as connected Add Use HelloSign and HelloSign Signature Request related list to a page layout - Classic The following STEPS can be applied to any of the out-of-the-box supported objects (Opportunity, Account, Lead, Contact). The same STEPS apply for standard and custom objects once configuration for those objects has been completed - addressed here. NOTE: Lightning configuration STEPS 1-5 are slightly different and are addressed immediately following the classic STEPS. STEPS HelloSign for Salesforce Admin Guide 10

12 1. Open an Opportunity, Account, Lead or Contact record (whichever object that HelloSign for Salesforce will be used to send signature requests) 2. Click the Edit Layout link on the top of the record 3. Select Buttons 4. Choose the Use Hellosign button 5. Drag the button onto the layout 6. Select Related Lists 7. Select and drag the HelloSign Signature Requests into the related list listing. HelloSign for Salesforce Admin Guide 11

13 8. Optional: Configure the columns on the HelloSign Signature Request Object by selecting the wrench icon. 9. Optional: From the available fields boxes, choose which fields to have on the layout. It is recommended to at least have the Request ID, Document Name, HelloSign Template (if you plan to use our templates) and Latest Action, and to Sort By Default by selecting Descending. 10. Optional: Click Ok to update related list columns. 11. Once the button and related list have been added press the save icon on the layout. 12. View your record and ensure that the button and related list is on the page layout. RESULTS The Use HelloSign button and HelloSign Signature Requests related list have been added to the given page layout. HelloSign for Salesforce Admin Guide 12

14 When a signature request is sent, a record will populate on the related list with Signature Request status information. Add Use HelloSign and HelloSign Signature Request related list to a page layout - Lightning STEPS 1. Go to Settings > Object manager 2. Find Opportunity, Account, Lead, or Contact and click 3. Select Page Layouts in the sidebar and choose the layout to add the Hellosign action and related list 4. In the layout editor choose the Mobile & Lightning Actions in the pallette 5. Drag the Use Hellosign action to the Mobile and Lightning Experience Actions 6. See step 6 in the classic walkthrough to add related lists and save layout changes. HelloSign for Salesforce Admin Guide 13

15 User Permissions to Send for Signature HelloSign for Salesforce provides two permission sets that can be found in Setup > Manage Users > Permission Sets. They are titled HelloSign_User and HelloSign_Admin. These permission sets can be cloned to make custom versions to fit whatever use cases you may have. If a user was intended to have full privileges for HelloSign for Salesforce, they should have both the HelloSign_User and HelloSign_Admin permission sets. HelloSign_User provides the ability to: Create templates Edit templates Send with Template Send one off document Read and Create HelloSign Logs When paired with HelloSign_User, HelloSign_Admin provides the ability to: Delete Templates Delete Signature request records Delete Logs HelloSign for Salesforce Admin Guide 14

16 If users should not have access to create templates, clone the HelloSign_User permission and remove the create permission for HelloSign Template. At time of selecting Use HelloSign they will no longer be able to create a template. Manage Template Access Controlling access to templates provides greater security and compliance. The following section outlines how to fully prevent access to certain templates. Salesforce Sharing Settings If there are templates that should only be accessed by certain groups of users use Salesforce Sharing Settings to limit template access. STEPS 1. Navigate to Salesforce Setup > Security Controls > Sharing Settings 2. Edit Organization-Wide Defaults 3. Update HelloSign Template to Private HelloSign for Salesforce Admin Guide 15

17 4. 5. An from Salesforce will be sent when the update to Private has completed 6. On Sharing Settings select HelloSign Template from the Manage sharing settings for picklist Create a new Sharing Rule 9. The first rule will grant general access to templates that all users can access HelloSign for Salesforce Admin Guide 16

18 Create a second sharing rule for users who can access restricted templates (share with a public group or via Salesforce roles) HelloSign for Salesforce Admin Guide 17

19 12. RESULTS Users without access to restricted templates will not see them in the list of available templates. HelloSign for Salesforce Admin Guide 18

20 Additional Configuration Settings Once you ve completed the Quick Start Guide you are ready to start using HelloSign for Salesforce with one-time documents. In the following sections we will cover additional configuration settings and functionality included in HelloSign for Salesforce. PREREQUISITES Salesforce organization is connected to HelloSign (see Connecting HelloSign to Salesforce ) Users has Admin permission set Manage Team or Billing Settings on hellosign.com STEPS 13. Navigate to the HelloSign Settings tab 14. Select General from the sidebar RESULTS Selecting Manage Team Settings will redirect the user to hellosign.com to view team settings (NOTE: This action will take you off the Salesforce platform) HelloSign for Salesforce Admin Guide 19

21 Selecting Manage Billing Settings will redirect the user to hellosign.com to view billing settings. (NOTE: This action will take you off the Salesforce platform) HelloSign for Salesforce Admin Guide 20

22 Signed Document Routing All signed documents are saved within salesforce.com for future reference. Document Routing allows the admin to specify where all signed, completed documents are stored, either to Files on the source record or to Notes & Attachments. The default setting is Files as salesforce.com will soon be sunsetting support for Notes & Attachments. Our recommendation is to use Files for all signed document routing. NOTE: Because HelloSign previously stored all signed documents in Notes & Attachments, changing this setting to Files will change the storage location of any documents which are out for signature at the time of the change. STEPS 1. Navigate to the HelloSign Settings tab 2. Select General Settings from the sidebar 3. Select either Files or Notes & Attachments 4. Select Save Routing 5. Routing selections are saved. Enable/Disable Text Tags Editions Supported: Essentials, Professional, Enterprise, Unlimited, Developer Text tags allow for a one-off document to contain text elements in a manner that when sent would pre-populate with HelloSign signing elements, such as Signer Blocks, Initials fields, Date fields and Text Fields. For more information configuring text tags in your documents please read our documentation on text tags. STEPS 1. Navigate to the HelloSign Settings tab 2. Select Signature Request Settings from the sidebar 3. View the option to Enable text tags for one off documents HelloSign for Salesforce Admin Guide 21

23 4. Click the button labeled Activate RESULTS Enable text tags for one off documents is in an Enabled State Enable/Disable Opportunity Trigger This trigger, when enabled, will move an Opportunity to Closed-Won when the HelloSign Signature Request has been moved into a Signature Completed state. STEPS 1. Navigate to the HelloSign Settings tab 2. Select Trigger Settings from the sidebar 3. View the option to Update opportunity stage to Closed-Won when document is fully signed. HelloSign for Salesforce Admin Guide 22

24 4. Select the button labelled Activate RESULTS Opportunity Trigger in enabled state Scheduling Template Synchronizations To keep HelloSign templates synchronized between hellosign.com and native HelloSign Template records, a scheduler can be used to check between the different repositories to ensure they are aligned. This can be scheduled every hour or every day, and can be run immediately, if desired. Organizations who do frequent template curation should schedule it every hour. NOTE: If you want an immediate template synchronization click the run now button. NOTE: If you want to remove scheduled template synchronizations click the cancel button. STEPS HelloSign for Salesforce Admin Guide 23

25 1. Navigate to the HelloSign Settings tab 2. Select Trigger Settings from the sidebar 3. From the frequency picklist choose either Hourly or Daily schedules 4. Select the Schedule button RESULTS Template synchronization has been scheduled based on the picklist frequency Page shows the next scheduled synchronization Disconnecting HelloSign from Salesforce STEPS 1. Navigate to the HelloSign Settings tab 2. Locate the Disconnect button 3. Select the Disconnect button RESULTS The Connect to HelloSign page is in a disconnected state HelloSign for Salesforce Admin Guide 24

26 Salesforce Environment Management HelloSign for Salesforce supports only a single connection between a Salesforce environment and HelloSign account. Below covers migrating from a sandbox to production, and using production while testing in a sandbox. Migrate from Sandbox to Production It is always best practice to test in a sandbox. This includes testings apps such as HelloSign for Salesforce. Once you have properly tested and verified functionality is working correctly there are a few steps to migrate functionality from a sandbox to your production environment. STEPS to Connect to Production 1. Disconnect HelloSign account from Sandbox in HelloSign settings 2. Connect HelloSign account to Salesforce production environment 3. Assign permission sets and modify page layouts either manually or via a change set from your sandbox. STEPS to Transfer HelloSign Templates 1. Use a Salesforce export tool to pull the HelloSign Template records ( HelloSign Template c) from your sandbox that you want in production. 2. Use a Salesforce export tool to pull the HelloSign Signer Role records (HelloSign SignerRole c) from your sandbox that lookup to the templates you are migrating. 3. Insert the HelloSign Template records into production. 4. Inserting HelloSign Template records will create a success csv file that contains the newly inserted record ids. 5. On your HelloSign Signer Role export file replace the HelloSign Template lookup id filed with the record ids on the success csv file. A vlookup formula using the sandbox record ids will allow you to map the new ids to the correct records. 6. Insert the HelloSign Signer Role records (with newly mapped Template lookup ids) into production. RESULTS Template records and Signer Role records will have been successfully inserted into production. Use in Production and Test in Sandbox Once you ve gone live with HelloSign for Salesforce we recommend that modifying or creating new templates be done in production. If you d like to modify or implement a new workflow that incorporates HelloSign we recommend using an alternative HelloSign account independent of your paid HelloSign subscription. You can do this by contacting your account executive or support to set you up with a sandbox account. HelloSign for Salesforce Admin Guide 25

27 Template Management This section covers the creation, editing, and archiving of templates. Creating a Template Creates a new template to be used in the Send Template flow. Whatever object the template is created from is the object that the template can be sent from. For example, a template that had the create template flow kicked off from an Opportunity record can only be used on Opportunity records. If Case happens to be an object that was configured for send for signature, and a template was configured on a Case record shall only be usable on send for signature from Case. PREREQUISITES User has Create access for templates STEPS 1. Navigate to any object that has the Use HelloSign Button 2. Choose any record on the object 3. Select Use HelloSign 4. Choose Create Template 5. On the Create a Template screen select Upload button and upload a file HelloSign for Salesforce Admin Guide 26

28 6. Add in signer roles. If adding more than one signer it can be noted if the signers will have an order and be sequential. (NOTE: Options will vary based on object the signature originates from. See the section on signer options, signer defaults and signer roles for more information.) 7. Add in any cc s (NOTE: Options will vary based on object the signature originates from. See the section on signer roles for more information.) 8. Choose any merge fields or writeback fields to add into the template. For more information on merge and writeback see the Merge Fields & Writeback Fields section below. HelloSign for Salesforce Admin Guide 27

29 9. Provide a title and message 10. Choose if you would like to restrict if at the time of send a user can edit the title or message of the template 11. Restrict None - Both the template and title can be edited 12. Restrict Title - Only the message can be edited 13. Restrict Message - Only the Title can be edited 14. Restrict Both - Neither the title nor the message can be edited 15. Click Prepare Now 16. A message box with the list of merge fields that can be added to the template is displayed. Click Got It 17. Use the Textbox to place Salesforce fields on the template. Use Signature to place signer roles on the template 18. Click Continue at the top right of the template mapper 19. Land on a confirmation page HelloSign for Salesforce Admin Guide 28

30 RESULTS Once a template is created in Salesforce, it will also be available on hellosign.com HelloSign Template record is created in Salesforce Default Signers & Lock Options HelloSign supports default signers with Templates. Below is a list of the signer types supported for default signers. Default values are in the third column and the option to lock the default displays in the fourth column. If a default signer is marked as locked users of the template are unable to override the signer. When locked if HelloSign cannot find the signer users will be taken to a page informing them of the issue and provide options to correct and attempt to send again. HelloSign for Salesforce Admin Guide 29

31 Signer Role Type Related Contact System Contact Opportunity Contact Account Contact Related User System Contact Manual Default Options Select from any Contact lookup field on the object. Lookup to a specific Contact record in the system. Select the Primary Contact from Contact Roles. Does not support a default value. Select from any User lookup field on the object. Lookup to a specific User record in the system. Enter first name, last name, and . HelloSign for Salesforce Admin Guide 30

32 Optional Signers & CC With HelloSign Templates only selected signers or selected cc values are sent in the request. For example if a template only requires an individual to be cc d under certain conditions users can choose to leave the cc field blank when sending the template. Merge Fields & Writeback Fields HelloSign for Salesforce supports the ability to merge any fields on the primary object. Opportunities and Contacts can additionally pull from the Account object. The Account object can also pull from an Opportunity that is selected when using the template. HelloSign for Salesforce supports writeback fields which allow a signer to modify or add text into the field when signing. Upon completion of the signature request the fields will be updated in Salesforce. Writeback only supports text fields on templates with a single signer. Editing a Template Edit flow for templates allows the user to update merge fields, title, message and whether or not the template title or message can edited at time of send for signature. NOTE: This page is similar to the one seen during the Create Template flow, however, signer roles, title and message are read only. Signer roles cannot be edited, and title and message are edited later in this flow. PREREQUISITES Template has been created via the Create Template flow Template is currently in an Active state User has Edit access to HelloSign Template Object HelloSign for Salesforce Admin Guide 31

33 STEPS 1. User finds a HelloSign Template record they would like to edit 2. User selects the Edit Template button (NOTE: not the Edit button) RESULTS User can view an edit template page Archiving a Template Archiving a HelloSign Template in Salesforce will remove the template from the Use Template selection list. Archiving a template in Salesforce will not remove the template from HelloSign. See additional steps for archiving templates associated with CPQ Quote Templates. NOTE: If a HelloSign template is deleted within the HelloSign app it will not be reflected in Salesforce. You will need to also need to archive the corresponding record. HelloSign recommends never deleting templates in our app. If you encounter the error HelloSign Template not found. Please notify your administrator. the template was deleted in HelloSign and not archived in Salesforce. PREREQUISITES Template has been created via the Create Template flow Template is currently in an Active state User has Delete access to HelloSign Template Object STEPS 1. User finds a template they would like to archive 2. User selects Archive Template HelloSign for Salesforce Admin Guide 32

34 RESULTS Template status field is in an achieved status Unarchiving a Template To unarchive a HelloSign Template simply edit the record and update the status field to Active. This will return the template to the list of selectable templates for users. Sending for Signatures This section goes through the different methods to add in signer roles based on contact records and user records. This section also covers the flows of sending for signatures, both by sending a template for signature and sending a one off document. out-of-the-box, HelloSign for Salesforce supports sending for signature from Account, Contact, Opportunity and Lead. Sending for signature from any other object in Salesforce is just a few configuration STEPS away. With the release of 3.5 there has never been more flexibility to whom you could send a signature request. Depending on the object for which the signature is being sent, a requestor can send to contacts, users or manually enter in a signer, fitting any case imaginable. When using a Contact to send for signature, that contact must have an address. If a Contact does not have an address in the field, the contact will not appear. If a template requires two Contacts, and only one has an address associated to it, the template will not able to complete preparation page. Signer Options HelloSign support signer options to better facilitate the flow of signature requests. HelloSign for Salesforce Admin Guide 33

35 Signer Sequence: Determine the order in which signers are able to sign the document. Following the defined order signers will only be notified and provided access following the signatures of those preceding them. Signer Reassignment: Allows signers to reassign a signature request to another signer. Add signer roles into signature request To send a signature to a signer, an and name are required. There are two places that contain that information within Salesforce, Contacts and Users. Depending on what choice is selected Name Description Applicable Objects Examples Account Contact Contact(s) that relate directly to an account Account Contact Opportunity If Acme Corp has two contact records that are associated to the account Opportunity Contacts Contact(s) that exist in the Contact Roles junction object on the Opportunity Opportunity If Walter White is a Contact Role, he would appear as an Opportunity Contact Related Contact Lookup fields on the record to Contact Any object A configured Other Party Signer lookup on a record to the Contact object System Contact Any contact in the entire org Any object Choosing any contact in the org (uses type ahead) Related User Lookup fields on to header of the record to User Any object A configured Internal Party Signer lookup on a record to the User object System User Any user in the entire org Any Object Choosing any user in the org (uses type ahead) Manual Manual entry of name and Any Object Manually typing a name and of the recipient Send with Template PREREQUISITES HelloSign for Salesforce Admin Guide 34

36 Have an active HelloSign template associated with the record s object User has HelloSign permission set with access to HelloSign Template object User s in Salesforce matches the on the HelloSign team STEPS 1. Find record to send the signature from 2. Select Use HelloSign 3. Select Use a Template 4. Choose the template to send from the list 5. Choose signers and cc s HelloSign for Salesforce Admin Guide 35

37 6. Edit the title and message (this may be restricted based on configuration of Restrict Title and Message.) 7. Click Prepare Now 8. An IFrame will appear, allowing the requestor to add any additional fields if desired 9. Click Continue RESULTS Requestor lands on a confirmation page A new record is created in HelloSign Signature Requests HelloSign for Salesforce Admin Guide 36

38 When the document is fully signed and in a Signature Complete stage, the final signed document is added to Notes and Attachments Whenever the signer views, signs, or declines the document, an event is added to the HelloSign Signature Request Details Send One-Time Document HelloSign One-Time documents support documents from Notes & Attachments and Files (with version 4.0 or greater). Users can also upload a document from their desktop as well. PREREQUISITES Have an active HelloSign template associated with the record s object User has HelloSign permission set User s in Salesforce matches the on the HelloSign team STEPS 1. Find record to send the signature from (NOTE: the record in this example has a sample agreement document in notes and attachments). 2. Select Use HelloSign HelloSign for Salesforce Admin Guide 37

39 3. Select Send a One-Time Document 4. Choose to upload a document from your computer or grab a document from notes and attachments or files associated with the record. 5. Choose type of signer (NOTE: In this example the first signer is an account contact). If choosing an Account Contact, Opportunity Contact, Related Users will have a dropdown to choose the person, System Contacts and System Users uses a type ahead interaction to choose those signer. 6. Select Add Role to add more signers (if applicable) HelloSign for Salesforce Admin Guide 38

40 7. Add a title and message 8. Select Prepare Now 9. IFrame will appear with the document inside 10. If the document has any text tags, and text tags are enabled, then they will appear on the document 11. Add Signer blocks for each signer and any fields you would like to have on the document 12. Click Continue RESULTS Requestor lands on a confirmation page HelloSign for Salesforce Admin Guide 39

41 A new record is created in HelloSign Signature Requests When the document is fully signed and in a Signature Complete stage, the final signed document is added to Notes and Attachments Whenever the signer views, signs, or declines the document, an event is added to the HelloSign Signature Request Details Open Signature Requests There are a handful of actions users can take with open signature requests. This sections covers what those actions are and how to use them. Signature Reminders A Signature Request can support multiple signers. For those taking their time to sign users can send a friendly reminder. In this section we cover how to send a reminder, disabling HelloSign automatic reminders, and adding/removing reminders for users. Send a Reminder If enabled users see a Send Reminder button on the Signature Request record. This feature sends reminder s to those who haven t completed the signature request. Using reminders shows a list of the recipients and adds a date of the last reminder sent to the record. HelloSign for Salesforce Admin Guide 40

42 Automatic Reminder By default HelloSign sends automatic reminders three and seven days out. Admins can disable this feature by following these steps. HelloSign Settings > General > Manage Team Settings (Go) > Signer Reminders > Disable Adding/Removing Reminders Reminders can be added and removed to any Signature Request page layouts you have in your org. Admins can add and remove the Reminder button by following these steps. Steps 1. Setup > Create > Objects > HelloSign Signature Request 2. Edit layout 3. In the button section Add or Remove the Reminder button Cancel Signature Request Users can cancel any open signature requests directly in Salesforce. From the Signature Request record click the cancel button and confirm you want to cancel the request. The Signature Request record Latest Action field will update to canceled. Adding/Removing Cancel Cancel can be added and removed to any Signature Request page layouts you have in your org. Admins can add and remove the Cancel button by following these steps. Steps 1. Setup > Create > Objects > HelloSign Signature Request 2. Edit layout 3. In the button section Add or Remove the Cancel button HelloSign for Salesforce Admin Guide 41

43 HelloSign on Standard and Custom Objects HelloSign supports Accounts, Contacts, Leads, and Opportunities out-of-the-box. Additional objects (both standard and custom) require a few additional steps to set up. Each of the steps is outlined in detail below. NOTE: The steps for Lightning vary slightly and will be called out in the individual steps. NOTE: The steps for standard and custom objects vary slightly and will be called out in the individual steps. 1. Add lookup Field to Object from HelloSign Signature Request The HelloSign Signature Request object stores signature data necessary for HelloSign to function. In order to use HelloSign on custom and non out-of-the-box standard objects you will need to create a lookup field on the HelloSign Signature Request object. PREREQUISITES Ability to add fields to objects and layouts STEPS 1. SETUP > Build > Create > Objects > HelloSign Signature Request In Lightning: SETUP > Objects and Fields > Object Manager > HelloSign Signature Request 2. Custom Fields & Relationship > New In Lightning: Fields & Relationship > New 3. Data Type = Lookup Relationship & Click Next 4. On the field creation screen a. Related To = target object & Click Next b. Field Label = target object c. Field Name = target object d. Click Next 5. Set security for the field (it must be visible and writable for users of HelloSign) & Click Next 6. Add field to HelloSign Document Status Layout & Click Next 7. Add HelloSign Signature Request related list to the page layouts 8. Click Save HelloSign for Salesforce Admin Guide 42

44 RESULTS Lookup field exists on HelloSign Signature Request to the target object 2. Create VF page for the Object NOTE: This work must be done in a Sandbox or Development Environment and then deployed to a production environment as Visualforce pages cannot be directly created in a production environment. NOTE: The steps for Lightning vary slightly and will be called out in the individual steps. PREREQUISITES Ability to create Visualforce pages STEPS 1. SETUP > Develop > Visualforce Pages > New In Lightning: SETUP > Custom Code > Visualforce Pages > New 2. On Visualforce Page creation screen a. Label = HelloSignAction<Object> e.g. HelloSignActionCase b. Name = HelloSignAction<Object> e.g. HelloSignActionCase c. Available for SF Mobile and Lightning Pages = checked d. Visualforce Markup = delete placeholder code with code below, replacing MyObject c with your target object name (eg. Case, Custom_Agreement c, etc.) <apex:page standardcontroller= "MyObject c" > <script type= "text/javascript" > window.location = "{!$Page.HelloSign hsignvfselectaction}?id={!myobject c.id}" </script> </apex:page> HelloSign for Salesforce Admin Guide 43

45 3. Click Save RESULTS Visualforce Page has been created 3. Create a Use HelloSign button PREREQUISITES Can create buttons on Salesforce The Visualforce page has been configured STEPS 1. SETUP > Build > Customize > Cases Object Name > Buttons, Links and Actions > New Button or Link For Custom Objects: SETUP > Build > Create > Object Name > Buttons, Links and Actions > New Button or Link In Lightning: SETUP > Objects and Fields > Object Manager > Object Name > Buttons, Links and Actions > New Button or Link 2. On the Button creation screen a. Label = Use HelloSign b. Name = Use_HelloSign c. Display Type = Detail Page Button d. Behavior = Display in existing window with sidebar e. Content Source = Visualforce page f. Content = HelloSignAction(the VF page created prior) HelloSign for Salesforce Admin Guide 44

46 3. Click Save RESULTS Button is created 4. Add Use HelloSign button the page layout(s) To learn about updating page layouts, please refer to Add Use HelloSign to a page layout 5. Configure the Object in the HelloSign Settings Tab PREREQUISITES The lookup field to HelloSign Signature Request has been configured STEPS 1. Open the HelloSign Settings tab 2. Click Supported Objects on the left navigation pane HelloSign for Salesforce Admin Guide 45

47 3. Use the add new object picklist to select the target Object 4. Object Name = automatically generated 5. Signature Request Lookup Field = target object field name created on HelloSign Signature Request object (will always be appended with c) 6. Click Save RESULTS HelloSign for Salesforce Admin Guide 46

48 The object records are ready to send for signature 6. Configure Permission Sets and Grant Users access In step two you created a visualforce page. You will need to grant your HelloSign users access to this page. NOTE: The following steps use the HelloSign_User permission set. You can also update the HelloSign_Admin permissions set, but if users with that permission set have Salesforce Admin capabilities they will automatically have access to the new Visualforce page. STEPS 1. SETUP > Manage Users > Permission Sets In Lightning: SETUP > Users > Permission Sets 2. Clone HelloSign_User permission set 3. Rename the permission set as you see fit 4. Return to the list of Permission Sets and select the new permission set you created 5. Under Apps click Visualforce Page Access 6. Click Edit 7. Add the Visualforce page you just created - HSignAction<Object> 8. Click Manage Assignments button 9. Click Add Assignments 10. Click empty checkbox next to all users you want to add to this custom HelloSign permission set 11. Click Assign 12. Click Done Getting Started with HelloSign for CPQ This section walks through the configuration steps required to implement the HelloSign for CPQ extension package. NOTE: Our CPQ integration is an additional license cost and requires our Sales team to enable this feature. To install HelloSign for CPQ please contact our sales team via our request form: or, if you have HelloSign for Salesforce already installed, from the settings page or welcome page. HelloSign for Salesforce Admin Guide 47

49 Install HelloSign for CPQ extension package Editions Supported: Professional, Enterprise, Unlimited, Developer Prerequisites 1. HelloSign for Salesforce version 3.51 or greater installed in your target org 2. Have Salesforce CPQ Version or greater installed in your organization 3. HelloSign Enterprise subscription with Salesforce feature and Salesforce CPQ feature 4. Be a Salesforce Administrator in your organization 5. Have CPQ and HelloSign admin access Steps 1. Install HelloSign for CPQ package via our private AppExchange listing - provided by our sales team. 2. Install for Admin and all user Configure CPQ Quote Template object The only layout necessary for HelloSign for CPQ are those used by the Quote Template object. The following steps outline adding the Link HelloSign Template button and HelloSign Template related list to the layout. Steps 3. Go to Setup Create Objects Quote Template 4. Find the Page Layouts section and select Edit next to the Quote Template layout 5. Select Buttons in the editor - Lightning select Mobile & Lightning Actions HelloSign for Salesforce Admin Guide 48

50 6. Drag the Link HelloSign Template button onto the layout 7. Select Related List 8. Drag the HelloSign Template related list onto the layout HelloSign for Salesforce Admin Guide 49

51 9. Select Save on the layout Configure CPQ Setting Salesforce CPQ enables e-signatures via a plugin setting. The following steps show how to add our plugin in CPQ. If you don t need the steps here is the plugin HelloSign_CPQ.eHelloSignPlugin Steps 1. Go to Setup Installed Packages 2. Select the Configure link next to Salesforce CPQ HelloSign for Salesforce Admin Guide 50

52 3. Select the Plugins tab from the Salesforce CPQ Settings Editor 4. Enter HelloSign_CPQ.eHelloSignPlugin in the Electronic Signature Plugin field 5. Select Save in the top right of the page Assign CPQ Extension Permission Set The HelloSign for salesforce CPQ extension package contains a permission set which grants access to several new fields needed to access the CPQ objects. Access must be granted to those HelloSign users who will be using it with salesforce CPQ. Steps 1. Go to Setup Users Permission Sets HelloSign for Salesforce Admin Guide 51

53 2. Select the HelloSign CPQ Access permission set 3. Select Manage Assignments 4. Select Add Assignments 5. Check the box next to the users you wish to assign to this permission set 6. Select Assign when ready 7. Select Done on the summary page Enable Quote Trigger (Optional) The Quote trigger will update the Quote Status to Accepted when a quote document is signed. If the Opportunity trigger is also enabled, the signed document will update the Quote Status to Accepted and the parent Opportunity to Closed/Won. Steps 1. Go to HelloSign Settings 2. Go to the Trigger Settings subtab HelloSign for Salesforce Admin Guide 52

54 3. Select Enable to turn on the Quote update trigger Text Tags Behavior When the HelloSign for CPQ extension package is installed Text Tags are enabled automatically and cannot be disabled in the org. When the HelloSign for CPQ extension package is uninstalled from the org, the Text Tags setting will become editable once again. This setting will not automatically disable itself and will remain enabled until an Administrator changes it. HelloSign for Salesforce Admin Guide 53

55 Linking a CPQ Quote Template Linking your existing CPQ Quote Templates allows you to leverage HelloSign signer roles and later send them for e-signature via HelloSign. HelloSign Templates connected to CPQ Quote Templates are considered external templates and are not stored in the HelloSign app. 1. Select the Link HelloSign Template button on the Quote Template detail page 2. Select your signer roles and order as well as your message. 3. Save the template. Configure CPQ Template Section Records If a HelloSign Template is linked to a CPQ Quote Template you must add the custom CPQ Template Content record that HelloSign automatically generated. If there are no additional customizations to your HelloSign for Salesforce Admin Guide 54

56 quote you will need to additionally add sections for the Header, Quote Terms, and Line Items. The following steps walk through this process. Steps 1. On the CPQ Quote Template record navigate to the Sections related list 2. Click New 3. Name the section anything you like, e.g., HelloSign Signer Block 4. Set Display Order to 4, or the highest number of your Section records 5. Content record is the name of your HelloSign Template title plus the date and time. Searching the template name is sufficient. 6. If your CPQ Quote Template does not currently have Sections you will need to add default Sections for Template Top, Quote Terms, and Line Items. HelloSign has automatically created default Content records. See image above. Modify/Style HelloSign Signature Content record out-of-the-box the HelloSign Signature Template Content record is styled to align with CPQ s out-of-the-box quote. The HelloSign Signature Content record generated upon linking a CPQ Quote Template to a HelloSign template is generated using html. Those familiar with html can modify the Content record to align with customizations to your CPQ template. Steps 1. Open the appropriate Content record 2. Edit the record 3. Click Source in the Markup field to access html HelloSign for Salesforce Admin Guide 55

57 Archiving a Template associated with CPQ Quote Template These steps show you how to archive a HelloSign Template and update the associated CPQ Quote Template. STEPS 1. On the CPQ Quote Template navigate to the HelloSign Template related list 2. Open the HelloSign Template record 3. Click the Archive Template button 4. Return to the CPQ Quote Template and navigate to the Sections related list 5. Edit the Section record associated with the HelloSign signature Content record 6. Update the Content record to a new Content record, or use the Template Bottom - HS record if you want the CPQ out-of-the-box signature section. Note if you want to use CPQ s out-of-the-box Quote Template delete all of the Section records associated with the CPQ Quote Template. RESULTS HelloSign for Salesforce Admin Guide 56

58 HelloSign Template status field is set to Archived HelloSign Template Content record isn t linked to a Section record on the CPQ Quote Template. Unarchiving a Template These are the steps to unarchive a HelloSign Template associated with a CPQ Quote Template. STEPS 1. On the HelloSign Template edit the record and update the status field to Active and save. 2. On the CPQ Quote Template update or create a Section record connected to the Content record with the HelloSign Template name and date of creation. Send CPQ Quote Documents for Signature with HelloSign HelloSign for CPQ supports sending signatures with both our templates as well as one-time requests. Below we provide an overview of how both flows work. Send for Signature with HelloSign Template Once linked, CPQ Quote Templates can be sent via HelloSign for e-signature. Using a CPQ Quote Template linked to a HelloSign template supports multiple signers, with predefined roles, a default title and message, and signature fields automatically mapped on the quote document. Steps 1) Locate the Quote record which you wish to send via HelloSign 2) Select the Generate Document button on the Quote detail page 3) Set the CPQ options on the page 4) Select Save & HelloSign 5) Select signer recipients 6) Prepare now to preview 7) Send for signature Send for Signature with HelloSign One-Time Send Once linked, CPQ Quote Templates can be sent via HelloSign for e-signature. CPQ Quote Templates not linked to a HelloSign Template support multiple signers, but does not support predefined roles, or default title and message. Users must manually map signature fields onto the quote document. HelloSign for Salesforce Admin Guide 57