Adobe Document Cloud esign Services

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1 Adobe Document Cloud esign Services Integration for Microsoft Dynamics CRM 2015 Installation Guide Last Updated: July 16, 2015 Copyright 2015 Adobe Systems Incorporated. All rights reserved.

2 Table of Contents Overview... 3 System Requirements... 3 Installation and Configuration Prerequisites... 3 Installing and Configuring the esign Services Solution... 4 Installing the esign Services Solution... 4 Configuring the esign Services Solution... 8 Installing and Configuring Activity Feeds Installing Adobe Document Cloud Activity Feeds Configuring Adobe Document Cloud Activity Feeds Testing the Installation Deploying Solution to Additional Users Using Roles Configuring Automatic Status Updates Configuring Internet Explorer Settings for Automatic Status Updates Configuring the esign Services Solution for Automatic Status Updates Mapping Data between Dynamics CRM & Adobe Creating Data Mappings for an Entity Creating Mappings Using Get Agreement Fields Setting the Default Document Type for an Entity Adobe Document Cloud esign Services Integration For Microsoft Dynamics CRM 2015 Installation Guide 2

3 Overview Adobe Document Cloud esign services (formerly EchoSign) offers a plug-and-play integration solution with Microsoft Dynamics This integration provides the following benefits: Accelerates the quote-to-cash process by sending agreements such as contracts and sales documents from Dynamics with one click. Automatically merges data from Dynamics entities such as accounts and contacts into agreements and pushes data gathered from signers during the signing process back to Dynamics. Makes it easy for recipients to sign anywhere, anytime, on any device. Makes it possible to track documents sent out for signature from within Dynamics. Eliminates manual steps across the entire process. This integration is available for Microsoft Dynamics CRM Online deployments, Microsoft Dynamics CRM 2015 on-premises deployments, and Microsoft Dynamics CRM 2015 Internet-facing deployments (IFDs). System Requirements The system requirements below encompass both the server and client components required to successfully install and run Adobe esign services for Dynamics CRM. Microsoft Dynamics CRM Online or CRM 2015 (on-premises) Microsoft Silverlight (you will be prompted to download if not running). You can download the latest version of Microsoft Silverlight at Internet Explorer 9+ (32-bit) or higher Installation and Configuration Prerequisites Before starting installation and configuration, you should do one of the following depending on whether you are installing for the first time or upgrading: First Time Installation f you do not already have an Adobe Document Cloud esign services account, you can sign up for a Free 30-day esign Services Trial account by clicking here. Once your account is created, you must contact Adobe Support (support@echosign.com) and do the following: o o o Request the latest Dynamics CRM 2015 package compressed file for a new installation. Request the latest Dynamics CRM 2015 Activity Feeds package compressed file. if you plan on installing Activity Feeds. (See Installing Adobe Document Cloud Activity Feeds for more information.) Request a license key for Dynamics CRM This key is required during configuration. o Note: When requesting a license key, please ensure that your company name is correct. The company name entered during configuration must exactly match the company name used by Adobe Support to create the key. Request an API Key. During configuration, this API key should be used when prompted for an Integration Key. (See Configuring the esign Services Solution for more information.) Adobe Document Cloud esign Services Integration For Microsoft Dynamics CRM 2015 Installation Guide 3

4 o Confirm that your account is in the MicrosoftCRMIntegration channel. Upgrade Installation If you are upgrading, you must contact Adobe Support to obtain the latest Dynamics CRM 2015 upgrade package compressed file (EchoSign v4.0.x_upgrade.zip or EchoSign v4.0.x_upgrade.cab). We also recommend that you navigate to Solution Settings in Dynamics CRM (Settings Solutions Customizations then click EchoSign for Dynamics CRM) and note your company name, license and API key before beginning. Please note that solution package can only be installed by a Microsoft Dynamics CRM System Administrator or by a user with system administrative privileges (System Administrator role) for Microsoft Dynamics CRM. Installing and Configuring the esign Services Solution If you are installing the esign services solution for the first time, you must complete the steps in both the Installing the esign Services Solution and Configuring the esign Services Solution sections. If you are upgrading/updating, you must complete only the steps in the Installing the esign Services Solution section. If you are upgrading/updating, do NOT uninstall your previous package. Doing so deletes the pointers to all your previously signed agreements. Installing the esign Services Solution To install the integration solution package, please do the following: 1. Log on to your Microsoft Dynamics CRM account. 2. From the Dynamics Main Menu, select the Settings tile then click Solutions (under Customizations). Adobe Document Cloud esign Services Integration For Microsoft Dynamics CRM 2015 Installation Guide 4

5 3. On the Action toolbar, click Import. 4. In the Select Solution Package dialog, click Browse, select the appropriate compressed file (new install or update/upgrade), then click Next. 5. In the Solution Information dialog, do one of the following: a) If you are installing for the first time, click Import. Adobe Document Cloud esign Services Integration For Microsoft Dynamics CRM 2015 Installation Guide 5

6 b) If you are upgrading/updating, do the following: i) In the Solution Information dialog, click Next. ii) In the Import Options dialog, select an option for your customizations then click Import. The import can take a few minutes. Adobe Document Cloud esign Services Integration For Microsoft Dynamics CRM 2015 Installation Guide 6

7 6. When the import completes, the Importing Solution dialog displays. Click Close. The All Solutions page redisplays. If you have installed for the first time, Adobe Document Cloud esign services for Dynamics 2015 now displays in your list of solutions. If you have upgraded/updated to a new version, the new version number displays, but the original Installed On date remains the same. Adobe Document Cloud esign Services Integration For Microsoft Dynamics CRM 2015 Installation Guide 7

8 Configuring the esign Services Solution If you are installing for the first time, you must complete the following steps: 1. If you are not on the All solutions page, from the Dynamics Main Menu, select the Settings tile then click Solutions (under Customizations). 2. Click the Adobe Document Cloud esign services for Dynamics 2015 link to open Solution Settings. 3. In Solution Settings, do one of the following: o o First Time Installation Enter your Company Name, the License Key, and the API (Integration) Key provided by Adobe Support as shown in the example below. Upgrade Installation Verify that the Company Name, License Key, and API (Integration) Key are correct. Note: The user interface displays Integration Key, but you must enter the API Key. Adobe Document Cloud esign Services Integration For Microsoft Dynamics CRM 2015 Installation Guide 8

9 4. Click Validate Key. The This is a valid Integration key message appears next to the Save button if validation is successful. 5. Enable Attach Documents, Attach Reports, and Attach SharePoint Files as required by your organization s business processes. These options function as follows: o o o Attach Documents Allows users to upload documents from their computer when using the Send for Signature option. (See the Adobe Document Cloud esign Services Integration for Microsoft Dynamics CRM 2015 User Guide for more information.) Attach Reports Enables the Send Report for Signature option, which allows users to attach reports during the signature workflow. To use this option, SQL Server Reporting Services (SSRS) must be installed and configured. Attach SharePoint Files Allows users to attach SharePoint files. Adobe Document Cloud esign Services Integration For Microsoft Dynamics CRM 2015 Installation Guide 9

10 6. Click Save to save your configuration values. 7. Click Close ( ) in the upper left-hand corner to close Solution Settings. 8. For the CRM Online 2015 spring update, you must also complete the following steps: a) From the Dynamics Main Menu, select the Settings tile then click Administration (under System). b) Click System Settings. Adobe Document Cloud esign Services Integration For Microsoft Dynamics CRM 2015 Installation Guide 10

11 c) Scroll to the Use legacy form rendering option, enable it then click OK. Installing and Configuring Activity Feeds Activity Feeds make it possible to receive real-time status updates for documents sent out for signature from Microsoft Dynamics CRM. Activity Feeds also provides notifications when agreement statuses change thus allowing CRM users to follow specific agreements. Installing Adobe Document Cloud Activity Feeds The Adobe Document Cloud Activity Feeds package can be installed separately, after the main solution package has been installed. The Activity Feeds solution must be installed by a Dynamics CRM System Administrator; the administrator needs to determine whether the Dynamics CRM version installed supports activity feeds. This is especially important in the Dynamics CRM on-premise scenario. 1. Log on to your Microsoft Dynamics CRM account. 2. From the Dynamics Main menu, select the Settings tile then click Solutions (under Customizations). 3. On the Action toolbar, click Import. Adobe Document Cloud esign Services Integration For Microsoft Dynamics CRM 2015 Installation Guide 11

12 4. In the Select Solution Package dialog box, click Browse, select the Adobe Document Cloud Activity Feeds package file, then click Next. 5. In the Solution Information dialog, click Next. Adobe Document Cloud esign Services Integration For Microsoft Dynamics CRM 2015 Installation Guide 12

13 6. In the Import Options dialog box, select Enable SDK message processing steps included in the solution, then click Next. 7. When the import completes, the Importing Solution dialog displays. Click Close. Adobe Document Cloud esign Services Integration For Microsoft Dynamics CRM 2015 Installation Guide 13

14 The All Solutions page redisplays. Adobe Document Cloud Activity Feeds for Dynamics 2015 now displays in your list of solutions. Configuring Adobe Document Cloud Activity Feeds After installing Activity Feeds, you must perform configuration steps so that the activity updates display. 1. Log on to your Microsoft Dynamics CRM account. 2. From the Dynamics Main Menu, select the Settings tile then click Activity Feeds Configuration (under System). 3. In the Post Configurations page, click Agreement under Entity Display Name. Adobe Document Cloud esign Services Integration For Microsoft Dynamics CRM 2015 Installation Guide 14

15 4. On the Action toolbar, click Activate. The Filters area updates showing the applicable filters. 5. Click the More Commands menu then select Publish All Customizations. Adobe Document Cloud esign Services Integration For Microsoft Dynamics CRM 2015 Installation Guide 15

16 6. In the Filters area, click the control on the right to display the associated records. 7. In the Wall View Associated View, click Agreements then click Show. 8. Click General in the Forms Section menu to display that section. Adobe Document Cloud esign Services Integration For Microsoft Dynamics CRM 2015 Installation Guide 16

17 9. Click the More Commands menu then select Publish All Customizations. The Activity Feeds now display on the Dashboard in the Auto Post area. Testing the Installation After installing the solution package, we recommended that someone test the solution before a Microsoft CRM System Administrator makes it widely available to other Dynamics CRM users. At a minimum, the following should be done: CRM System Administrator assigns the required esign services role or roles to the tester: EchoSign User, EchoSign Admin, Activity Feeds, if Activity Feeds were installed (First Time Installations Only) Tester completes his or her Adobe Document Cloud user profile (First Time Installations Only) Tester sends an agreement for signature Tester checks agreement status Tester checks activity feeds (if installed) Adobe Document Cloud esign Services Integration For Microsoft Dynamics CRM 2015 Installation Guide 17

18 Please refer to the Adobe Document Cloud esign Services Integration for Microsoft Dynamics CRM 2015 User Guide for more information.) Deploying Solution to Additional Users Using Roles If the integration solution package has been installed for the first time, a Microsoft Dynamics CRM System Administrator must make it available to users within the organization by assigning the appropriate roles to those users. After users have been assigned the appropriate roles, they must complete their Adobe Document Cloud user profiles before they can send documents for signature. (See Completing Your Adobe Document Cloud User Profile, in the Adobe Document Cloud esign Services Integration for Dynamics CRM 2015 User Guide for more information.) 1. Log on to your Microsoft Dynamics CRM account. 2. From the Dynamics Main Menu, select the Settings tile then click Security (under Customizations). 3. Click Users. Adobe Document Cloud esign Services Integration For Microsoft Dynamics CRM 2015 Installation Guide 18

19 The Enabled Users page displays. 4. In the Enabled Users page, select one or more users then click Manage Roles. 5. In the Manage User Roles dialog, enable the appropriate EchoSign role or roles (EchoSign Admin or EchoSign User). 6. Click OK to save your changes. Adobe Document Cloud esign Services Integration For Microsoft Dynamics CRM 2015 Installation Guide 19

20 Configuring Automatic Status Updates For Microsoft Dynamics CRM Online (hosted) deployments and Microsoft Dynamics CRM 2015 Internetfacing deployment (IFD) deployments, the Adobe Document Cloud esign services integration solution can be configured to receive automatic status updates from esign services. Once configured, agreements sent from Dynamics CRM are automatically updated from esign services when the status of these agreements changes (e.g., agreement is signed). This eliminates the need for users to manually refresh the status of the agreements sent for signature. Note: We recommend creating a user whose account can be used as a service account to receive status updates from esign services. This user must be assigned the appropriate esign services roles. However, if you prefer, you can use an existing user. In either case, you must have the user s user name and password to configure status updates. Configuring Internet Explorer Settings for Automatic Status Updates Before configuring the solution for automatic status updates, the user who will be performing the configuration must enable the Access Data Sources Across Domains option in Internet Explorer. Once configuration is complete, this option can be disabled. To temporarily enable access to data sources across domains: 1. Navigate to Internet Options Security Custom Level. Adobe Document Cloud esign Services Integration For Microsoft Dynamics CRM 2015 Installation Guide 20

21 2. Click Custom Level to open the Security Settings dialog. 3. Scroll to the Miscellaneous section. If the Access Data Sources Across Domains option is not enabled, please enable it as shown. 4. Click OK to close the dialog, then click OK again to close Internet Options. Configuring the esign Services Solution for Automatic Status Updates To configure automatic status updates for Adobe Document Cloud esign services, do the following: 1. Log on to your Microsoft Dynamics CRM account. 2. From the Dynamics Main menu, select the Settings tile then click Solutions (under Customizations). 3. Click the Adobe Document Cloud esign services for Dynamics 2015 link to open Solution Settings. Adobe Document Cloud esign Services Integration For Microsoft Dynamics CRM 2015 Installation Guide 21

22 4. In Solution Settings, click the Update Service tab. 5. In Update Service, click the Connect button. Adobe Document Cloud esign Services Integration For Microsoft Dynamics CRM 2015 Installation Guide 22

23 6. Enter the Organizational URL (e.g. the User Name, and Password. If you have created a user for esign services updates, enter that user s User Name and Password. 7. Click the Connect button. If connection is successful, a confirmation message displays. 8. Click Close ( ) in the upper left-hand corner to close Solution Settings. Adobe Document Cloud esign Services Integration For Microsoft Dynamics CRM 2015 Installation Guide 23

24 Mapping Data between Dynamics CRM & Adobe The Adobe Document Cloud esign services integration with Microsoft Dynamics CRM supports bidirectional mapping of data between Dynamics CRM and esign services. This is a very powerful feature that allows CRM System Administrators to dynamically populate agreements with information from Dynamics CRM (CRM -> Adobe mappings) or transfer information gathered during the esign services signature process (Adobe -> CRM mappings). Mapping ensures data consistency within the signature process. The data mapping options are as follows: CRM -> Adobe Allows you to map the attributes of a CRM entity to the fields within an Adobe esign agreement. When the mapping is used, data from CRM is merged into the agreement being sent. For example, you can map the data associated with the account entity, such as the account number and account address, into an agreement you are sending. Each mapping is associated with a document type. You can create multiple document types (mappings) for a single CRM entity. You can then specify a default document type for that entity. Users can override this default when sending agreements for signature. Adobe > CRM Allows you to map agreement data gathered from the signer during the signing process back into CRM. For example, you can gather a PO number from the signer then map that information into the PO number field in CRM. As with CRM -> Adobe mappings, you can create multiple document types (mappings) then specify one as the default. Attachments Allows you to map the Signed agreement and Audit Trail to specific Entities within CRM. By default the Signed Agreement and Audit Trail are always included in the Notes for each agreement within the agreement list for a specific entity. You must be an EchoSign Admin to create data mappings. As you define mappings between attributes of CRM entities and document fields, you can save and select them when users send documents for signature. Creating Data Mappings for an Entity Before you create your mappings, you should determine what types of data mappings are required then review your agreements to determine how Dynamics CRM data can be mapped to the text tags in those agreements and what data should be gathered during the signing process and mapped back into Dynamics. (See the Adobe Document Cloud esign Services Text Tag Documentation for complete information on text tags.) 1. Log on to your Microsoft Dynamics CRM account. 2. From the Dynamics Main menu, select the Adobe esign Services tile then click Overview. Adobe Document Cloud esign Services Integration For Microsoft Dynamics CRM 2015 Installation Guide 24

25 3. Under Document Cloud Overview, click the Data Mapping link. 4. In the Document Type Mappings dialog, select a CRM Entity. Adobe Document Cloud esign Services Integration For Microsoft Dynamics CRM 2015 Installation Guide 25

26 5. Depending on whether there are or are not document types for this entity, do one of the following: a) If there are no document types defined for the selected entity, enter a name for the Document Type then click Save to create it. Note: When you create the first document type for an entity it becomes the default document type. b) If there is at least one document type defined for the selected Entity, the mapping for the default document type displays. It can be edited or deleted. You can use the Document Type drop-down to access other existing document types, which can then be edited, deleted, or set as the default. (See Setting the Default Document Type for an Entity for more information.) You can also use the Document Type drop-down to Create a new document type. Adobe Document Cloud esign Services Integration For Microsoft Dynamics CRM 2015 Installation Guide 26

27 6. If required, create a CRM -> Adobe mapping by doing the following: a) Click the CRM -> Adobe tab. b) Click New to add a mapping row. Note: An alternate way to create mappings is by extracting Agreement Fields from a signed esign services agreement. (See Creating Mappings Using Get Agreement Fields for more information.) Adobe Document Cloud esign Services Integration For Microsoft Dynamics CRM 2015 Installation Guide 27

28 c) Click the Dynamics CRM Attribute drop-down, to display the attributes list. The attributes associated with the selected entity display at the top. The attributes associated with related entities display below these and are preceded by their associated entity type (e.g., Account.Account Number). d) In the Agreement Field, enter the name of the field from the document. (e.g., for the {{AccountName1_es_:signer1 }} agreement field enter AccountName1 ). e) If required, you can create an alternate mapping for a specific Agreement Field. Alternate mappings can be used to handle cases where data in the CRM system may not be completely synchronized across different entities within CRM. To define an alternate mapping for a specific field, do the following: i) Select the primary mapping row then click the New Alternative button in the mapping window. This adds another row in the mapping, ii) Select the alternative CRM entity attribute. Note: You can specify multiple alternative mappings for a single field. Alternative mappings are evaluated in the order specified and the evaluation stops when a value is available for a specific field. f) Repeat steps b to e above to add additional rows. g) If you do not need to create an Adobe -> CRM or Attachments mapping, click Save to save the CRM -> Adobe mapping. 7. If required, create an Adobe -> CRM mapping by doing the following: a) Click the Adobe -> CRM tab. Adobe Document Cloud esign Services Integration For Microsoft Dynamics CRM 2015 Installation Guide 28

29 b) Click New to add a mapping row. c) In the Agreement Field, enter the name of the field from the document. (e.g., for the {{AccountName1_es_:signer1 }} agreement field enter AccountName1 ). A single Agreement Field can be used to update multiple data attributes within Dynamics CRM. The mapping definition can also specify whether the value of an existing attribute should be overridden with data from the agreement. To do this, enable Override for the row. d) Click the Dynamics CRM Attribute drop-down, to display the attributes list. The attributes associated with the selected entity display at the top. The attributes associated with related entities display below these and are preceded by their associated entity type (e.g., Account.Account Number). e) Repeat steps b to d above to add additional rows. f) If you do not need to create an Attachments mapping, click Save to save this and any other (CRM -> Adobe) mapping. Adobe Document Cloud esign Services Integration For Microsoft Dynamics CRM 2015 Installation Guide 29

30 8. If required, create an Attachments mapping by doing the following: a) Click the Attachments tab. b) Click New to add a mapping rows. Adobe Document Cloud esign Services Integration For Microsoft Dynamics CRM 2015 Installation Guide 30

31 c) Click the Related Entity drop-down to select an entity. You can attach to the entity itself, or one of its related entities. d) Click the Attachment drop-down to select an attachment. e) Repeat steps b to d above to add additional rows. f) Click Save to save this and any other (CRM -> Adobe, Adobe -> CRM) mappings. Adobe Document Cloud esign Services Integration For Microsoft Dynamics CRM 2015 Installation Guide 31

32 Creating Mappings Using Get Agreement Fields As an alternative to creating mappings manually, you can use a plug in to extract agreement field names from an agreement that has been previously sent for signature through esign services. You can then map these agreement fields to Dynamics CRM attributes. To use this functionality, do the following: 1. Click the Get Agreement Fields link after selecting an entity and selecting or creating a document type. 2. From the list, select a previously signed agreement. The plugin reads all the available fields within the agreement and makes the field names available during mapping. Adobe Document Cloud esign Services Integration For Microsoft Dynamics CRM 2015 Installation Guide 32

33 3. Click New to add a mapping row then start typing the name of an Agreement Field. 4. Select the required Agreement Field then select the corresponding Dynamics CRM Attribute. 5. Add additional New rows as required. Setting the Default Document Type for an Entity As the EchoSign Admin, you can define multiple document types for a single Dynamics CRM entity, then select one of these as the default as shown below: The default document type for an entity is automatically used when users send a document from that Entity. However, if multiple document types exist for the entity, users can select another. Adobe Document Cloud esign Services Integration For Microsoft Dynamics CRM 2015 Installation Guide 33