Advanced training
The Gonexa Sign solution allows you to send an electronic signature without leaving the Salesforce environment.
Setting up Sign interactions
Retrieve the data entered at the time of signing to insert it into Salesforce fields
Prerequisites
BEFORE STARTING
- Gonexa Sign installation and configuration
- Creating a Gonexa Sign document template with a signature location
- Have Gonexa Sign Admin set permission to set up interactions
- Have at least package version 2.10
Capturing data through interactions
STEP #1
Interactions give the recipient the ability to complete information at the time of signing and then sync that data into Salesforce.
Supported fields for interactions are fields of type text and checkbox.
However, note that it is possible to use a text-type interaction for a Salesforce field such as number or currency.
On a document template, the objects on which interactions are possible are as follows:
Supported fields for interactions are fields of type text and checkbox.
However, note that it is possible to use a text-type interaction for a Salesforce field such as number or currency.
On a document template, the objects on which interactions are possible are as follows:
- The main purpose of the document template: for example “Opportunity”
- The parent object of the main object: for example the opportunity account
- Secondary objects configured on the document template
Place one or more interaction tags in the document
STEP #2
Build your Word template with the signers as desired, and add the interaction tags that look like this:
To add interaction on the main object: {!s1|Opportunity|EventDate__c}
To add interaction on the main object: {!s1|Opportunity|EventDate__c}
- s1 : corresponds to the signatory who will fill in this information
- Opportunity : corresponds to the tag label of the object
- EventDate__c : corresponds to the API name of the field to be filled in
or
To add an interaction on a parent field of the main object: {!s2|Opportunity|Account.SIRET__c}
- S2 : corresponds to the signatory who will fill in this information
- Opportunity : corresponds to the tag label of the object
- Account. : corresponds to the look up between Opportunity and SIRET
- SIRET__c : corresponds to the API name of the field to be filled in
Set up interactions
STEP #3
Once you've added all the interaction tags to your document, upload it to Salesforce.
The document will then be scanned to identify all the interaction tags. You will find the interactions identified in the “Interactions Configuration” component in the Options tab of the document template or Sign.
Here you'll find the Salesforce field label, interaction tag, recipient, and field type.
It is possible to personalize each interaction via the arrow at the end of the line:
For text fields:
The document will then be scanned to identify all the interaction tags. You will find the interactions identified in the “Interactions Configuration” component in the Options tab of the document template or Sign.
Here you'll find the Salesforce field label, interaction tag, recipient, and field type.
It is possible to personalize each interaction via the arrow at the end of the line:
For text fields:
- Name : Named by the field label in Salesforce by default, but can be customized. This will be the information that will be visible to the signatory when filling in the data
- Help text : add an instruction here to guide the signatory in completing the data
- Mandatory : check this box if the required information must be filled in by the signatory to sign the document
- Automatic update : check this box if you want the information entered by the signatory at the time of signing to be automatically updated in the associated Salesforce record, without prior verification by the user
- Width : adjust the width of the field to be displayed in the document
- Line number : Adjust the number of lines to be displayed when the signatory enters information
- Number of characters : adjust the maximum number of characters expected
For checkbox fields:
- Name : Named by the field label in Salesforce by default, but can be customized. This will be the information that will be visible to the signatory when filling in the data
- Mandatory : check this box if the required information must be filled in by the signatory to sign the document
- Automatic update : check this box if you want the information entered by the signatory at the time of signing to be automatically updated in the associated Salesforce record, without prior verification by the user
- Then adjust the size of the check box to be displayed in the document at the time of signing.
Generating and sending the document for signature
STEP #4
When the document is generated, Gonexa interaction tags are no longer visible.
💡 The tag will take on the color of the background of the document. If your tag does not disappear during generation, please ensure that the background is white.
As part of a painting, choose a white background rather than a transparent background.
Once the document is generated, it can then be sent for signature via the standard component or via a flow.
At the time of signing the document, the signatory is invited to fill in the requested information and to sign the document.
From the recipient object, you will find the “Data Update” component that displays the information entered at the time of signing, and allows the sender to accept the changes or to archive them. Tip,
💡 Remember to drag and drop the Gonexa - Listing Recipients custom lightning component onto the context object page to have quick access to the filled data and validate the synchronization quickly.
From the signatory, it is possible to:
- Accept bulk changes by selecting the lines via the checkboxes and then clicking the “Accept change” button. This action will update the data in the designated fields in the designated objects with the “New Value” values present on the rows
- Accept a change individually by using the arrow on the required line, by clicking on the “Accept modification” action. This action will update the data in the designated field in the designated object with the “New Value” present on the line
- Archive changes in bulk by selecting the rows using the checkboxes and then clicking on the “Archive selection” button. This action will put the designated lines into the “Archived” status.
- Archive a modification individually using the arrow on the required line, by clicking on the “Archive” action. This action sets the designated line to the “Archived” status
- Reset a change by using the arrow on the required line, by clicking on the “Reinit” action. This action is only available if the line is in the “Updated [Manual]” or “Updated [Auto]” status. It will allow you to update the data in the designated field in the designated object with the “Old Value” present on the line, this value is the value that was present in the field before the update
Meaning of the statutes:
- Updated [Auto] : This status indicates that the value entered by the signatory when signing the document was automatically inserted into the designated field of the designated object, as soon as the document was signed
- Updated [Manual] : This status indicates that the value entered by the signatory when signing the document was accepted by the user and therefore inserted into the designated field of the designated object
- Archived : This status indicates that the value entered by the signatory when signing the document was not accepted by the user but that it was processed
- Waiting : This status may indicate two different cases. Either the signatory has not yet signed the document, or the value entered by the user when signing has not yet been processed
- Error : This status indicates that an error occurred while updating the designated field of the designated object with the value entered by the signatory. In this case, there is a help text showing the error that occurred