DocVerify E-Signature Salesforce Application How to Create a New E-Signature Document. Versions 4.0 and above.

DocVerify E-Signature Salesforce Application How to Create a New E-Signature Document Versions 4.0 and above www.docverify.com

Table of Contents Prerequisites... 3 Step 1 (E-Signature Tab):... 4 Step 2 (Create a New E-Signature):... 4 Step 3 (Add Recipients):... 5 Step 4 (Select Documents):... 6 Reference A (Remove Selected Document):... 7 Reference B (New E-Signature Opportunity or Contract)... 8 Reference C (Create a New Quote)... 12 Reference D (DocVerify Library Documents)... 13 Reference E (Smart Tags )... 14 Reference F (Custom Fields)... 15 Reference G (Populating the Document with Data)... 17 www.docverify.com P a g e 2

Prerequisites The DocVerify electronic signature system is a powerful system which enables users to send documents to be signed directly from Salesforce. In order to utilize both Salesforce and DocVerify, a Salesforce Enterprise or higher, development, or group account is required. Please check the DocVerify pricing page for which editions support Salesforce. For DocVerify accounts, please visit www.docverify.com to create a free account or contact DocVerify sales sales@docverify.com for license and free trial information. This guide covers features which are in the latest versions DocVerify E-Signature Salesforce App, and some of the covered features and step by step guides may not be included in older versions of the app. It is recommended to update to the latest version. For update instructions, please refer to the Salesforce installation guide found in the DocVerify online help section after you sign in. www.docverify.com P a g e 3

Step 1 (E-Signature Tab): After you have successfully signed in to your Salesforce account, simply click on the tab labeled DocVerify E-Signatures as shown below. For the opportunities, contracts, or quote pages, please refer to the References of this document. Note: If the tab is not visible, you can easily get to it by clicking on the pull down menu located in the upper right corner, and choosing DocVerify E-Signatures as the theme. Step 2 (Create a New E-Signature): Click on the New E-Signature or Create New E-Signature button as shown below. www.docverify.com P a g e 4

Step 3 (Add Recipients): At least one recipient from either your contacts or leads is required as well as a Document Name as shown below. After you ve filled in the required information and selected a recipient from Salesforce click the Next Step button. Note: All other options are not required, and are optional. www.docverify.com P a g e 5

Step 4 (Select Documents): Version 3.0 and above of the DocVerify allows you to add documents from different locations. DocVerify Library These are documents that have been uploaded into your DocVerify Template Library, which are typically documents that need to be reused for multiple recipients. If this option is selected, only one template document can be sent out at a time. Your Local Drive Documents from your local drive. Salesforce Library Documents from your Salesforce libraries. Please refer to the install guide on how to activate this feature. Available Attachments If your record already had attachments in it, you will be able select them from this section. When there are no documents, this section is not visible. After you have selected your files, click Send for Signature. Note: Only up to 3 combined documents are permitted between local drive and Salesforce library selections. All files are automatically merged into one document if more than one document is selected. www.docverify.com P a g e 6

Reference A (Remove Selected Document): Version 3.0 and above of the DocVerify allows you to add documents from different locations. Remove From Selection To remove a document from your selections, simply click on the X next to the document in the Selected Documents section. www.docverify.com P a g e 7

Reference B (New E-Signature Opportunity or Contract) Creating new e-signatures from opportunities or contract, and sending them for electronic signatures is simple. The steps may vary in some cases, but the following steps should provide a baseline. 1. Click Opportunities or Contracts 2. Click on an existing opportunity, contract, or create a new one. 3. Click the New E-Signature button. Note: If the New E-Signature button is not on the page, please refer to Reference C of the DocVerify Salesforce Installation guide on how to add the New E-Signature button to either the opportunity or contract layouts. Continued on Next Page www.docverify.com P a g e 8

Reference B (New E-Signature Opportunity, Contract, or Account) Cont d 4. Select your documents 5. Click Next Step Continued on Next Page www.docverify.com P a g e 9

Reference B (New E-Signature Opportunity, Contract, or Account) Cont d 6. Enter a document name, at least one recipient s email, and other required data. 7. Click Go to Final Step Continued on Next Page www.docverify.com P a g e 10

Reference B (New E-Signature Opportunity, Contract, or Account) Cont d 8. Click Send for Signature(s) www.docverify.com P a g e 11

Reference C (Create a New Quote) Creating new quotes, and sending them for electronic signatures is simple. The steps may vary in some cases, but the following steps should provide a baseline. Note: The Quote system must be activated in Salesforce. Please refer to Reference D of the DocVerify Salesforce Installation guide. 1. Click Opportunities 2. Click on an existing opportunity or create a new one. 3. Under the section Quotes, click New Quote 4. Click Quotes 5. Fill in the required information. 6. Click Save when done. 7. When the Quote detail page opens, click the Create PDF button. 8. When the PDF renders, click the Save to Quote button. 9. Click the New E-Signature button. Note: If the New E-Signature button is not on the page, please refer to Reference C of the DocVerify Salesforce Installation guide on how to add the New E-Signature button to the Quote layout. 10. Enter a name, a recipient s email, and other required data. 11. Click Send for Signature Important: The Salesforce Quote system automatically creates an area labeled Quote Acceptance Information that contains a placeholder for the signature, name, title, and date. DocVerify will automatically populate this area for you, but it is also important to make sure that all the line items for the auto generated area all appear on the same page; otherwise, this will not work properly. If the auto-generated area is not desired, please refer to Salesforce s own documentation on how to remove it. www.docverify.com P a g e 12

Reference D (DocVerify Library Documents) The DocVerify Library documents are documents that are being stored on DocVerify. Adding files to your DocVerify Library list is simple, but you must be the master account holder in order to be able to add the files in your DocVerify Library to Salesforce. For adding or creating new DocVerify library documents or templates, please refer to the DocVerify online help section after you sign in to DocVerify. The master account holder can easily populate the Salesforce DocVerify Library list by following the steps below. 1. Sign in to www.docverify.com 2. Go to My Account 3. Click on the Salesforce tab 4. Click Update Document Library www.docverify.com P a g e 13

Reference E (Smart Tags ) Smart Tags will enable you to easily embed text fields into a PDF. The system uses Smart Tags to identify the location where you want elements such as signature or initials boxes to be placed. When a PDF with Smart Tags is uploaded to DocVerify from the portal, API, or the Salesforce App, elements such as signature boxes, initial boxes, etc. are automatically placed at the exact location that you specified with Smart Tags. Please refer to the online DocVerify documentation for more information about DocVerify Smart Tags. www.docverify.com P a g e 14

Reference F (Custom Fields) Out of the box, DocVerify comes with the required fields needed to attach and send a document for signature. In some cases, the fields provided out of the box may not collect the data you may require for your forms. It is very easy to add custom fields to the Salesforce DocVerify layout. Please note that you will have to have admin rights in order to do the steps below. To create a new field in Opportunity, Contract, Quote, or Account: 1. Sign in to your Salesforce account 2. Click your name on the top from within Salesforce to show the menu 3. Click Setup 4. Click Customize 5. Click either Opportunity, Contract, Quote, or Account. 6. Click Fields 7. Scroll down to the section Custom Fields & Relationships, and click New 8. Select the type Text, and click Next 9. Enter a name your new field, and click Next. IMPORTANT: Do not use special characters such as exclamation marks, percent signs, dollar signs, quotation marks, apostrophes, brackets, parenthesis, etc., as this will cause it not to function properly. 10. Select the desired security levels, and click Next 11. Click Save when done To create a new field in the DocVerify E-Signature Custom Object: 1. Sign in to your Salesforce account 2. Click your name on the top from within Salesforce to show the menu 3. Click Setup 4. Click Create 5. Click Objects 6. Click on the link labeled DocVerify E-Signature, and not the edit button. 7. Scroll down to section Custom Fields and Relationships, and click New 8. Select the type Text, and click Next 9. Enter a name your new field, and click Next. IMPORTANT: Do not use special characters such as exclamation marks, percent signs, dollar signs, quotation marks, apostrophes, brackets, parenthesis, etc., as this will cause it not to function properly. 10. Select the desired security levels, and click Next 11. Click Save when done www.docverify.com P a g e 15

Reference F (Custom Fields) Cont d To add the field to the layout: 1. Click the Opportunity, Contract, Quote, or Account tab to go to the object page 2. The easiest way to modify the layout is to click on any of the documents in the list to go to the edit page. 3. Click Edit Layout 4. Make sure Fields is highlighted on the left in the menu, and look for the field you just created. 5. Now you can drag and drop the field onto the layout. 6. Click Save when done Note: This feature is available in the DocVerify E-Signature Salesforce App version 4 and above only, and managed objects are not modifiable. Also, Salesforce has limitations where some of the out of the box fields may not be included when received from DocVerify. www.docverify.com P a g e 16

Reference G (Populating the Document with Data) DocVerify has the ability of populating your PDF documents or your DocVerify library documents with the data collected from within the DocVerify E-Signature custom object page, Opportunities tab, and the Contracts tab. For example, you may have a simple authorization form which has PDF text fields for the person s name and address. You can enter this data through Salesforce, and when the data and document are sent to DocVerify, if the field names match, DocVerify will automatically populate both the name and address for you in those fields. The way it works is simple. Whether it s a document you ve attached or a template document from your DocVerify library, the system will merge the data from the fields directly into the PDF document or template document when certain criteria are met. You may also have your own custom fields, please refer to Reference F for more information. For more information about the DocVerify Library such as how to add, delete, or edit library (template) documents, please refer to DocVerify s online help DocVerify Library section after you sign in to www.docverify.com. Requirements: 1. Must be a PDF 2. May need a PDF editor to edit or add PDF text fields such as Adobe Acrobat. To populate your PDF s with the data collected in the Salesforce pages for the fields you want, please follow the steps below. Important: The fields are ONLY available if they were initiated from that respective tab. For example, if the e-sign document was initiated from Opportunity, then the data collected from the DocVerify custom object will not be available, such as Document Name or Recipient. The Salesforce Page From the Salesforce page decide which fields you want as shown in the example on the next page. In this example we re going to populate our PDF or library document with the data collected from the DocVerify custom object with the fields Document Name and Recipient 1 fields from the page; however, we could have easily selected any of the other fields on the page. Continued on Next Page www.docverify.com P a g e 17

Reference G (Populating Your Document) Cont d Continued on Next Page www.docverify.com P a g e 18

Reference G (Populating Your Document) Cont d The PDF Document or DocVerify Library document (template) 1. Open the PDF document in a PDF editor. For this example, we re using Adobe Acrobat X, and the options may be different depending on which version or editor you re using. 2. Click Tools 3. Under the Forms section click Edit to open the form editor. 4. Click Add New Field and select the Text Field option. 5. Drag and drop the new text field in the desired page and location. 6. Important Step. In order for the data from Salesforce to be able to populate this new PDF text field, the text field name MUST exactly match the Salesforce field name. Also make sure that the PDF text field names don t have any spaces either in front of or after the names. 7. Repeat steps 4 to 7 for any other additional fields you want to populate. In the example from the previous page we are going to use the Salesforce fields named Document Name and Recipient 1. In this case, the PDF text fields will also be named Document Name and Recipient 1 respectively as shown below in the Acrobat example. Note: This feature is available in the DocVerify E-Signature Salesforce App version 4 and above only. www.docverify.com P a g e 19