docusign connect for sales force configuration

DocuSign Connect for Salesforce Guide

DocuSign Connect for Salesforce Configuration Guide Overview DocuSign Connect for Salesforce is a technology that, at a basic level, enables the display of DocuSign Envelope status in your Salesforce account. Whenever designated events happen in the lifetime of an envelope, for example, when a recipient signs a document, the DocuSign service connects to Salesforce, using credentials that you provide, and updates a status record. This technology can also be customized so that it can update or insert virtually any object that you have available in Salesforce installation – Accounts, Opportunities, Cases, Contracts, Leads, Contacts, as well as custom objects that you may have created.

Table of Contents Associating a DocuSign Envelope with Salesforce Objects ................................................................................................. 2

Salesforce Object Lookup ................................................................................................................................................................. 3

DocuSign Professional Standard Edition Web Client: ....................................................................................................... 3

DocuSign Professional Advanced Edition Desktop Client: .............................................................................................. 6

DocuSign Connect for Salesforce Setup ..................................................................................................................................... 7

Configure a Connection to Your Salesforce.com Account .............................................................................................. 7

Select Events & Users to Track ................................................................................................................................................... 7

Select Salesforce Object(s) ........................................................................................................................................................... 8

Configuring Your Salesforce Account ...................................................................................................................................... 9

Creating Custom SecureFields .................................................................................................................................................... 9

Creating a Contract in DocuSign ............................................................................................................................................ 10

Completed: RealTime Data and Updates in Salesforce ................................................................................................. 11

For More Information ...................................................................................................................................................................... 11


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Associating a DocuSign Envelope with Salesforce Objects The DocuSign Connect for Salesforce technology has two components:

• the Connect Engine

• DocuSign Connect QuickStart

The Connect engine is a part of the DocuSign Service and is already installed but it will need to be configured on your account.

The DocuSign Connect QuickStart is a Salesforce AppExchange™ package that can be installed in your Salesforce account. This package contains two custom objects that store status information for DocuSign Envelopes and Recipients, and the associated Tabs, Reports, and Dashboards to present the data.

These two pieces work together – the Connect Engine sends the data from DocuSign to Salesforce, and the QuickStart package displays the data on a Tab.

Data Mapping Schematic for DocuSign Connect

DocuSign Online Signing Service

DocuSign Connect for Salesforce

QuickStartSalesforce

Account

Opportuinty

Contract

Case

Contact

Lead

Envelopes

Recipients

DocuSignStatus

DocuSign RecipientStatus

LegendParent-Child Element RelationshipStatus Flow


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With default installation of the QuickStart package you can associate the DocuSign Status objects with the standard Salesforce Accounts, Opportunities, Cases, and Contracts. The rules for specifying which objects a particular Envelope is associated with depend on which DocuSign client you are using to send the Envelope – either DocuSign Professional Advanced Edition Desktop Client Application with Integrated Template Matching and Intelligent Document Recognition (DSPAEDCAITMIDR) or the DocuSign Professional Standard Edition Web Client also now with Integrated Template Matching and Intelligent Document Recognition (DSPSEWCITMIDR) (also available for DSPAEDCAITMIDR users).

Salesforce Object Lookup This section discusses the Salesforce object lookup for both the DocuSign Professional Standard Edition Web Client and the DocuSign Professional Advanced Edition Desktop Client.

DocuSign Professional Standard Edition Web Client: When a DocuSign Envelope is being prepared, the service will check to see if the user sending the Envelope is configured for DocuSign Connect use. You can enable users in the DocuSign Connect Configuration screen, as shown below.

Note: The Salesforce Username that is listed here determines the context for all Salesforce operations – looking up users, accounts, opportunities, etc.

If the current user is enabled, then a series of drop-down lists are displayed on the Envelope Document window.

These drop-down lists present the user with choices for Accounts, Opportunities, Contracts and Cases. The drop-down lists are initially empty and choices are added to the lists based on the Recipients added to the Envelope.

When a Recipient is added to an Envelope, several things occur. First, the service attempts to locate the Recipient in Salesforce. If the Recipient was selected from the Salesforce address book, the service


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already knows the recipient is in Salesforce, so this step is skipped. However, if the sender just types in an email address or selects the Recipient from a different address book, then the service searches Salesforce to see if the Recipient is listed there. This is done by first searching the Contacts of the Salesforce account that the Connect User is a member of. If a contact is found, the service looks up all of the Accounts, Opportunities, Contracts and Cases associated with the contact, and then the drop-down lists are loaded with those selections.

If the contact is not found, the service looks for a Lead that has the same email address as the Recipient.

If the Recipient is found in the Salesforce records, either as a Contact or a Lead, then the service associates the Recipient with that Contact or Lead when the status data is pushed to Salesforce. This only happens when you are sending from the Web product – the Desktop Client does not support this.

While the default configuration presents Accounts, Opportunities, Contracts and Cases on the Envelope Document screen, the choices that appear can be limited by changing the DocuSign Connect configuration. There are four special DocuSign Fields – Envelope External Account, Envelope External Opportunity, Envelope External Contract and Envelope External Case. If any of these four fields are present in the Connect Configuration, then the corresponding drop-down list is displayed on the Envelope Document screen. For example, if you only choose to map the Envelope External Account field, then only the Account drop-down list is displayed. If you also map the Envelope External Opportunity field, then the Opportunity drop-down list appears as well. See the screenshot below.


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Recipient selected from

Salesforce Address Book

Email address entered

Search for contact in Salesforce

Found?

Associate Recipient with Contact

Add Related Accounts to Select Box

Add Related Opportunities to Select

Box

Add Related Contracts to Select Box

Return

Search for Lead in Salesforce

Found?

Associate Recipient with Lead

Add Related Cases to Select Box

NO

YES

NO

YES

DocuSign Web Client Salesforce Object Association Flow


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DocuSign Professional Advanced Edition Desktop Client: The Desktop Client product provides a narrower range of options than the Web Client. In the Desktop Client, if the option to use Salesforce Integration is selected, the user is prompted to enter their Salesforce Username and Password. Once the credentials are entered, the user can create an Envelope and add Recipients. When the Envelope is sent, the client connects to Salesforce and attempts to lookup a contact with the same email address and, if it finds a contact, follows the same process of looking up related Accounts, Opportunities, Contracts, and Cases. It presents a dialog with four drop-down lists and so the sender can select which objects to associate.

The Desktop Client does not associate the Recipient to the Salesforce contact, nor does it search the Lead records if it does not find a match in Contacts.

Email address entered

Search for contact in Salesforce

Found?

Add Related Opportunities to Select

Box

Add Related Contracts to Select Box

Return

Add Related Cases to Select Box

NO

YES

DocuSign Desktop Client Salesforce Object Association Flow


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DocuSign Connect for Salesforce Setup The first step to setup your DocuSign Connect for Salesforce (DSFS) is to have your DocuSign sales representative turn on the Connect technology for your DocuSign Account. Once enabled, access your DocuSign Connect from your DocuSign Administrator account; in the menu bar, click Preferences and under Account Administration click Features, and then under DocuSign API click DocuSign Connect from the list.

Configure a Connection to Your Salesforce.com Account The first part of the setup is to notify the DocuSign Connect setup how to access your Salesforce account. This is accomplished by obtaining the Salesforce GUID for Third-party applications, and using it, along with your Salesforce username and password, in the DocuSign Connect Setup.

To obtain a GUID for Salesforce:

1. In the Salesforce Admin account, click the Setup link at the top of the page.

2. Under Personal Information, find and click the Reset your security token link.

3. Click Reset Security Token on the next page.

Note: This will invalidate any other tokens you may have.

4. The token (a GUID) is sent to your email.

5. Type the token into your DocuSign Connect setup screen.

If your password is mypassword and your security token is XXXXXXXXXX, you must enter mypasswordXXXXXXXXXX in place of your password.

Note that you do not enter a security token in place of your password when logging into Salesforce via a browser.

Once you have the Salesforce account information setup working correctly, it will accept your settings. Otherwise the system will alert you with a notification.

Select Events & Users to Track Select the events you wish to use as triggers for status updates. These events include envelope status events as well as recipient activity events.

You may select any number of events. Updates to the same envelope will change the status or information as the transaction progresses, so if you choose to get updates for sent, delivered, signed, and you have multiple signers, data fields mapped to DSFS will be updated as the transaction progresses.


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You then must select the users in your account you wish to track. If users are not selected, their transactions will not generate update events into DSFS.

Select Salesforce Object(s) Configure a Salesforce Object to update using the drop‐down lists. The list auto‐populates with data from your DSFS account. Use the insert if doesn’t exist checkbox to create a new record, if the match is not found.

Next, select the match fields you would like to search for. In the case above, we are searching for a match between the DSFS fields called Account Name, and the DocuSign field called Recipient Company. If there is a match, the system will execute the update fields. As you can see, the update field is a duplicate of the select fields so this only serves to insert a new account if one is not found. This task does not update anything else.

The second task below uses the Contract object in Salesforce. In this case, we are using Select fields to match on the envelope ID. Envelope IDs are unique so the first time an envelope is sent DocuSign will create a new envelope record. Subsequently, the ID will match the envelope record and update the values for that envelope.

The fields in the Contract object are update based on their information. In the example above, the recipient will be mapped into the DSFS custom field current signer. The company signed date field is updated with the recipient signed date from DocuSign. Additionally, the DSFS field called Contract Value is updated with the DocuSign Form Field Contract Value.

Note: it is possible to have multiple rows of select items. This allows an update to happen only if multiple conditions are true such as a match on company name and

Things to keep in mind:

contract type or some other value you track. These are AND, not OR functions so if they are not all true, the update will not happen.

• If a DCSF Object has required fields and a new record is being created by DSFS, all of these fields must be populated or the Object will not be inserted.


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• DSFS field types must match or the data will not be inserted. If in doubt use string. If you have a DocuSign value that is a string, and you try to insert it into a DCSF field that is an int, it will not update.

If a form field in DocuSign is not present, DSFS will not update that form field, but other fields will update.

Configuring Your Salesforce Account Because you now have the ability to generate status and other data from DocuSign into your DSFs account, you may want to create some custom fields to capture this data.

This is done in Salesforce by going to Setup ‐> Customize ‐> Contracts ‐> Fields.

In the example below, several additional fields were created to expand our information about the contracts being signed. It shows a number of fields we created, and the type of field it is. These will now show up in your dropdown lists in the DocuSign Connect for Salesforce.

Creating Custom SecureFields If you are planning to use SecureFields® to capture information during the signing process, and map their values into DSFS, you must create them carefully ensuring the SecureFields match the DSFS fields in the type of data they contain. Also realize that all custom fields created by all users in your company will appear as options in the drop-down lists in DocuSign Connect for Salesforce.


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When creating custom SecureFields, make sure they are the same TYPE as the fields you generated in Salesforce. Refer to the DocuSign for information on creating custom SecureFields.

Note: You may use DocuSign Professional to send contracts. If you do, the field names used there MUST have the same name and type as the fields in your account. If not, you will be unable to select the match in your Connect view. This is a manual matching process, but is required.

Note: At this time, PowerForms fields are not supported by DocuSign Connect. Contract status information will be updated, but the mapping of the PDF data fields is not yet supported.

Creating a Contract in DocuSign In order to use DocuSign Connect, you must create a contract and send it for signature through a DocuSign user account that is active in the DocuSign Connect setup. The sample contract below contains the fields we plan to use to populate our Salesforce account. These fields are pulled from a template so no user involvement is required to set or name them.

As you can see above, we have all the fields inserted and ready to collect data during the signing process. These fields may contain data to begin with, or they may be populated by the signer. These fields will populate the DSFS account once the envelope hits a status even (sent, signed, etc) in DSFS.


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Completed: RealTime Data and Updates in Salesforce Once you have this setup, you are able to see the updates in Salesforce about 20‐30 seconds after the events happen. You may wish to test your configuration using the DocuSign DEMO account because it points to the Salesforce ‘sandbox’ accounts at http://test.salesforce.com.

For More Information For more information about additional DocuSign features, go to the DocuSign Support Site at:

http://www.docusign.com/support/

http://www.docusign.com/support/�


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Trademark Information Stick-eTabs, the DocuSign Service, DocuSign Web, the DocuSign logo, "The fastest way to get a signature," and DocuSign are trademarks or registered trademarks of DocuSign, Inc. in the United States and or other countries. All other trademarks and registered trademarks are the property of their respective holders. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of DocuSign, Inc. Under the law, reproducing includes translating into another language or format. As between the parties, DocuSign, Inc. retains title to, and ownership of, all proprietary rights with respect to the software contained within its products. The software is protected by United States copyright laws and international treaty provision. Therefore, you must treat the software like any other copyrighted material (e.g. a book or sound recording). Every effort has been made to ensure that the information in this manual is accurate. DocuSign, Inc. is not responsible for printing or clerical errors. Information in this document is subject to change without notice.

Copyright © 2003-2010 DocuSign, Inc. All rights reserved.

Patent Information Licensed under U.S. Patent 6,289,460, U.S. Patent 6,944,648, and other patents pending.

Contact Information DocuSign Inc.

701 Fifth Avenue, Suite 4500

Seattle, Washington 98104

U.S.A.

tel 206.219.0200

fax 206.622.0736

docusign connect for sales force configuration

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