adobe echosign for sugarcrm - crm.place echosign for sugarcrm customization guide. upgrading the...

ADOBE ECHOSIGN FOR SUGARCRM

ESIGNATURES AND WEB CONTRACTING SERVICE

AVAILABLE FOR SUGARCRM 6.2-6.7

Copyright ©2013 Adobe Systems Incorporated. All rights reserved. Last Updated May 24, 2013

Adobe EchoSign for SugarCRM Customization Guide

Table of Contents

OVERVIEW 3

ABOUT THIS GUIDE 3

INSTALLING THIS PLUGIN 3

UPGRADING THE PLUGIN 4

CONFIGURING THE PLUGIN 4

GETTING AGREEMENT UPDATES (FOR SUGARCRM VERSIONS 6.3 OR HIGHER) 5 ADDING ECHOSIGN AGREEMENTS TO OTHER SUGARCRM MODULES 6 OTHER CONFIGURATION STEPS 7

UNINSTALLING THE PLUGIN 7

USING ADOBE ECHOSIGN FOR SUGARCRM 9

CREATING AGREEMENTS 9 CREATING AND EDITING AN ADOBE ECHOSIGN AGREEMENT 10 ADDING A DOCUMENT TO AN ECHOSIGN AGREEMENT 12 SPECIFYING A RECIPIENT FOR AN ECHOSIGN AGREEMENT 12 SENDING AGREEMENTS FOR SIGNATURE 12 CANCELING AN AGREEMENT 14 TRACKING SIGNATURES 14 SENDING REMINDERS 14

Copyright ©2013 Adobe Systems Incorporated. All rights reserved. 2


OVERVIEW

Adobe EchoSign for SugarCRM is the leading eSignature and web contracting solution with complete integration to SugarCRM, delivering complete electronic signature automation in SugarCRM for eSignatures and fax signatures. Send contracts directly from SugarCRM, view contract history and save eSigned contracts with associated accounts, contacts, quotes and more.

Adobe EchoSign for SugarCRM is available for all supported versions of SugarCRM. That includes 6.3 - 6.7 for on-demand or on-premise solutions.

ABOUT THIS GUIDE

This document is a guide for SugarCRM administrators to install and configure Adobe EchoSign for SugarCRM plugin.

INSTALLING THIS PLUGIN

1. First get the Adobe EchoSign for SugarCRM archive file from the SugarExchange listing: http://www.sugarexchange.com/product_details.php?product=1123

2. Log into SugarCRM with your administrator account. 3. Go to Administration » Module Loader.

4. Upload the archive file of the Adobe EchoSign for SugarCRM plugin by clicking Browse, selecting the archive file and then clicking Upload.

5. After the archive file is uploaded, click Install to begin installation. 6. Review the terms and conditions, then select Accept and click Commit. 7. If the plugin installs successfully, the progress bar indicates 100% success. If the progress bar does

not reach 100%, click Display Log to see the error encountered by SugarCRM. 8. After installing, go to Administration » Repair and Select Quick Repair and Rebuild.

Note: If you are installing on SugarCRM OnDemand, you may need to file a support ticket with SugarCRM to temporarily remove the restrictions of the package inspector for OnDemand so that the package can be installed. This is part of the standard process.


http://www.sugarexchange.com/product_details.php?product=1123


UPGRADING THE PLUGIN

If you are updating the Adobe EchoSign for SugarCRM plugin from an older version to a newer version, the best course of action is for you to install the plugin without uninstalling the previous version.

After upgrading the plugin, go to Administration » Repair and Select Quick Repair and Rebuild.

Note: If you uninstall a previous plugin, you should not remove the tables during the uninstall or you may lose EchoSign agreement data.

CONFIGURING THE PLUGIN

1. If you are already an Adobe EchoSign customer, continue to Step 2. If you do not have an

EchoSign account, sign up for a FREE 14-day trial by clicking the link below: https://sugarcrmintegration.echosign.com/public/upgrade?type=enterp rise_trial&cs=sugarcrm_listing&rs=sugarcrm&rc=sugarcrmenttrial

Follow the online registration steps until your Adobe EchoSign account is enabled.

2. Sign into your account at http://www.echosign.com and click on your Account tab. Then select EchoSign API on the lower left side. Click Enable API Access and get your API key from the page.

3. In SugarCRM, go to Administration » Adobe EchoSign Settings, enter the API key in the field labeled EchoSign API Key. The plugin can also be configured with the following settings (optional).

• Automatically attach PDF when creating an agreement from a Quote. Select whether to automatically attach a PDF of the quote if a SugarCRM user creates an EchoSign agreement from the Quotes module.

• Manage recipients list. Select which modules appear in the Recipient subpanel in the EchoSign Agreements module. This will also add the EchoSign Agreements subpanel to those modules.


https://sugarcrmintegration.echosign.com/public/upgrade?type=enterprise_trial&cs=sugarcrm_listing&rs=sugarcrm&rc=sugarcrmenttrial



http://www.echosign.com/


• Add the send buttons to these modules. Select if you want the Create EchoSign Agreement button/action to be included with the Quote module’s primary actions.

Click Save to store your settings.

Note: The Adobe EchoSign for SugarCRM plugin requires the PHP SOAP extension: http://www.php.net/manual/en/book.soap.php. To enable SOAP support, configurePHP with --enable-soap.

GETTING AGREEMENT UPDATES (FOR SUGARCRM VERSIONS 6.3 OR HIGHER)

The following 2 options apply only for SugarCRM 6.3 or higher versions. In previous versions of SugarCRM, the plug-in by default only offers the Callback Method (Option 1).

OPTION 1: SETTING UP THE CALLBACK METHOD FOR PUSHING UPDATES TO ECHOSIGN

If your website if public facing, you can have Adobe EchoSign ping your SugarCRM instance whenever a new event occurs. SugarCRM will then update the agreement status, events and download the signed document (if signed) automatically and in real-time. (If you are behind a firewall, you will need to whitelist the EchoSign server IP addresses or use the Scheduled Job method of updating EchoSign Agreements described in the next section of this guide).

1. Go to Administration » Adobe EchoSign Settings 2. Check the checkbox ‘Use EchoSign callback method to update events and statuses of

agreements.’ 3. Click Save.

OPTION 2: SETTING UP A SCHEDULED JOB FOR SUGARCRM INSTANCES BEHIND A FIREWALL

The EchoSign for SugarCRM plugin can also use a Scheduled Job to query EchoSign for updates to Agreements that are Out For Signature. This is the good method to use if you have an on-premise SugarCRM installation is behind a firewall. To setup:

1. Go to Administration » Scheduler 2. Choose Create Scheduler from the tab dropdown menu. 3. Enter a Job Name 4. For the Job field, choose ‘Adobe EchoSign Status Updater’ 5. Set the job to run as frequently as needed. We recommend having it run every 10 minutes, which

means that after an agreement is opened, read or signed, it may take up to 10 minutes for SugarCRM to be updated with that information. Note: If you have lots of agreements out for signature, having this run too frequently may cause your system to slow down.


http://www.php.net/manual/en/book.soap.php


6. Also, go to Administration » Adobe EchoSign Settings 7. Make sure to uncheck the box ‘Use EchoSign callback method to update events and statuses of

agreements.’ 8. Click Save.

Note: Schedulers must be turned on in SugarCRM for this to work.

ADDING ECHOSIGN AGREEMENTS TO OTHER SUGARCRM MODULES

1. Go to Administration » Studio 2. Choose the module you want to add EchoSign Agreements to from the left column folder tree 3. Select Relationships » Add Relationships 4. From the dropdown menu, select Type ‘One to Many’ and Module ‘EchoSign Agreements’ 5. Click Save & Deploy

Now EchoSign Agreements will appear in the module and agreements can be created and tracked there.



OTHER CONFIGURATION STEPS

HIDING ECHOSIGN MODULES

You can hide the EchoSign Recipients and EchoSign Events modules by going to Administration » Display Module Tabs and Subpanels and moving them to the hidden column.

DISABLING PACKAGESCAN

If you have enabled packageScan on your own system, you need to disable it during installation. If you are using SugarCRM On-Demand, contact SugarCRM support to disable packageScan for you.

UNINSTALLING THE PLUGIN

1. Log into SugarCRM with your administrator account. 2. Go to Administration » Module Loader. 3. Click Uninstall next to the EchoSign for SugarCRM plugin. 4. Click Commit to begin uninstallation. You can also choose to remove the database tables created

for the plugin.



5. If the plugin uninstalls successfully, the progress bar indicates 100% success. If the progress bar does not reach 100%, click Display Log to see the error encountered by SugarCRM.



USING ADOBE ECHOSIGN FOR SUGARCRM

Users can create an Adobe EchoSign agreement associated with an account, contact, quote or other SugarCRM modules, attach files, specify recipients and send for signature. Adobe EchoSign updates SugarCRM with the current status of the agreement and stores the signed contract in SugarCRM once it is fully executed.

CREATING AGREEMENTS

Agreements may be created through the EchoSign Agreements module or through modules configured by a SugarCRM administrator.

Figure 1: EchoSign Agreement Edit View



CREATING AND EDITING AN ADOBE ECHOSIGN AGREEMENT

1. From the Actions list on the EchoSign Agreements tab, select Create EchoSign Agreement. 2. In the main section of the EchoSign Agreement, enter the following information or select from

various agreement options: a. Name: Enter a name for the agreement. b. Signature Type: Select the type of signature accepted for the document. The options are

e-Signature and Fax Signature. c. I Also Need to Sign This Agreement: Indicate whether the sender also needs to sign the

agreement. d. Signature Order: If the previous option I Also Need to Sign This Agreement is checked,

then also select the order in which the sender and recipients should sign. e. Remind Recipients to Sign: Select how often to remind a recipient to sign a document.

The options are Daily or Weekly. f. Days Until Signing Deadline: Specify the number of days until the agreement must be

signed. g. Preview, position signature or add form fields: Select this option to preview the

agreement before it is sent or drag and drop signature fields, initial fields, or other form fields on to the agreement before it is sent to recipients. After you have previewed the document or dragged the fields you want on to the document, remember to click the Send button to send the agreement to the recipient.

h. Host Signing for the First Signer: Indicate whether the sender would like to host the agreement signing in-person.

i. Message: Include a message for the recipient. j. Account, Opportunity, Quote: Select or modify the Account, Opportunity, or Quote

associated with this agreement. k. Language: Specify the language in which the signing page and email notifications will be

displayed to the recipients. 3. In the Security Options section of the EchoSign Agreement, enter the following information:

a. Password Required to Sign: Indicate whether a password must be entered before a recipient may sign a document.

b. Password Required to Open: Indicate whether a password must be entered before a recipient may open a PDF of the agreement or signed agreement

c. Password: Specify the password to use to sign or to open a document. d. Confirm Password: Confirm the password to use to sign or to open a document.

4. In the Other section of the EchoSign Agreement, enter the following information: a. User: Specify a SugarCRM user. The default is the user currently signed into the system. b. Teams: To change the primary team assignment, enter the name of the new primary team.

To assign additional teams to the record, click Select and choose from the team from the Team List, or click Add to add team fields and enter the team names. For more information, see ‘Assigning Records to Users and Teams’ in the SugarCRM Application Guide.

5. Click Save.



Figure 2: EchoSign agreement detail view After an EchoSign Agreement is saved, the Detail View of the agreement includes the following subpanels:

• Recipients: Any contacts listed in this subpanel will receive the documents specified in the Documents subpanel. You must add one or more recipients before you send the agreement.

• Documents: Upload a new document or select a document already uploaded into SugarCRM to send for signature.

• Events: Any action regarding the agreement such as when the agreement was sent for signature, viewed or signed is listed in this subpanel.

To edit an EchoSign Agreement, click the Edit button on the Detail View of the agreement.

Note: After an agreement has been sent for signature, the Edit button is removed from the Detail View to preserve the record of events. However you can enable the Edit button if you go to Admin » Adobe EchoSign Settings and uncheck the option ‘After an agreement is sent out for signature, disable the ability to edit or delete.’



ADDING A DOCUMENT TO AN ECHOSIGN AGREEMENT

SugarCRM users may either upload a new document or select a document already uploaded into SugarCRM by using the Documents subpanel of an EchoSign Agreement record. To upload a document, click the Upload Document button in the Documents subpanel, and a form will appear. See the ‘Documents Module’ section of the SugarCRM Application Guide for more information on the individual fields of that form. To select a document, click the Select option in the Documents subpanel. See ‘Viewing and Managing Record Information’ in the SugarCRM Application Guide for more information on how to manage related information in subpanels.

Figure 3: Documents subpanel

SPECIFYING A RECIPIENT FOR AN ECHOSIGN AGREEMENT

1. Click Add Recipient in the Recipient subpanel of an EchoSign Agreement. 2. Enter the following information:

a. Recipient: Select the type of recipient from the drop-down menu. Type the name or e-mail address of the Recipient in the text field. SugarCRM will look up the name as you type and offer a list of selections. Select a name if a match is found. You can also click the arrow icon to select a name from a pop-up window. To erase the name from the field, click the X icon.

b. Role: Select a role from the drop-down menu. The options are Signer and CC and Approver. An Approver does not have to sign the document.

3. Click Save.

Figure 4: Recipients subpanel

SENDING AGREEMENTS FOR SIGNATURE

When agreements are ready to be sent for signature, click the Send for Signature button. In SugarCRM 6.5+, the Send for Signature option appears in the dropdown menu at the top left of the page. Recipients then receive an e-mail informing them of the documents awaiting their signature. After the recipients have signed the document, the sender receives a notification by e-mail that the document has been signed. If the Host Signing for First Signer option is checked, clicking Send for Signature opens a pop-up window to allow the signer to sign the document with the sender present. A Host Signing for Current Signer link also appears next to the Host Signing for First Signer field, which



can be accessed until the document is signed. Use this link to host agreement signing for multiple signers, or to reopen the pop-up window if it accidentally closed. If Preview, position signature or add form fields option is checked, clicking Send for Signature opens a pop-up window to allow the sender to preview the document or drag fields on to the document before it is sent. Remember to click the Send button in that window to send the agreement to the recipient.

Figure 5: Click Send for Signature to send a document to a recipient for a signature.

SENDING FROM A QUOTE RECORD

Adobe EchoSign has a direct integration with Quotes in SugarCRM so that the PDF of the quote is automatically generated and attached to the agreement record.

When viewing a Quote, select the option Create EchoSign Agreement. Then quote will be generated and automatically attached to the agreement. The new agreement will also automatically associate any related Opportunity, Account, or Quote.

Figure 6: Click Create EchoSign Agreement to send a quote for signature from within the Quotes module.

You can turn off the auto-attachment of the quote PDF to the agreement by going to Administration » Adobe EchoSign Settings, and unchecking the box ‘Automatically attach PDF when creating an agreement from a Quote’.



CANCELING AN AGREEMENT

An EchoSign Agreement may be canceled after it has been sent for a signature if all recipients have not yet signed the document. A button labeled Cancel Agreement appears in the Detail View of an agreement after a document has been sent for signature. Click this button to cancel the agreement.

Figure 7: After an agreement is sent out for a signature, click Cancel Agreement to cancel it.

Note: If an EchoSign Agreement has been sent for a signature and the record is deleted, the agreement is first canceled before it’s deleted.

TRACKING SIGNATURES

The Events subpanel of an EchoSign Agreement tracks the status of agreements sent for signature. To see the latest updates on an EchoSign Agreement, click the Update Status button/action. This button/action is made available only after agreements have been sent for signature.

Figure 7: After an agreement is sent out for a signature, click Update Status to retrieve the latest status.

Figure 8: Go to Events subpanel to view agreement history

SENDING REMINDERS

After the agreement is sent, you can send a reminder to the current signer by clicking the ‘Send Reminder’ option. That will immediately send an email reminder to the current signer about the agreement that is waiting for signature.



Figure 9: Reminders
