Initial training

The Gonexa Sign solution allows you to send an electronic signature without leaving the Salesforce environment.

Build Sign template

Set up your first Gonexa Sign template, set up and place signers.

We are going to go through 3 simple steps to achieve this:

Place one or more signatures in the document
Add fillable fields to the signature
Configure the document to be sent for signature

Prerequisites

BEFORE STARTING

Gonexa Sign installation and configuration
Creating a Gonexa Doc document template
Update the package to the latest version

Place one or more signatures in the document

STEP #1

Settings for adding signers

From the configuration of your document template, go to the Options tab
Click “New” to add a signatory
Please fill in the following information:

Type:

Function of the signatory to identify him (ex: Customer, Supplier, Partner, etc.)

Default contact:

API name of the field that references the default contact

Contact search filter:

Allows you to limit the list of signatory contacts. Fill in the SOQL query here (ex: Account.Type = 'Prospect' to find the default contact whose type in Salesforce is prospect)

Exemple n°1 : Rechercher le contact sur les comptes de type Prospect
Account.Type = 'Prospect'

Exemple n°2 : Afficher les contacts du compte liés au Devis
AccountId IN (Select AccountId from Quote where id = {recordid})

Signer display filter:

This filter makes it possible not to display the choice of a type of signatory in case your business process does not require it.
(ex: SignatureFournisseur__c = 'true' to display the "Fournisseur" type only if a box is checked, or AccountId IN (Select AccountId from Quote where id = {recordid}) to display the account contacts related to the Quote.)

Add signature locations

Access your Gonexa Doc document template on which to place the signature (s)
Open the assistant
Access the different types of signers in the “Add a signature” block
Click on a signatory to access their settings
Set the signature size or keep the default
Copy the signature tag and paste it into your document where you want
⚠️ Please don't cut the signature tag in two lines. It must be complete!
💡 To prevent the signatory tag from being visible, use the same color as the background of your page

Add customizable fields to the signature [optional]

STEP #2

After creating a document template with Gonexa Doc and inserting a signature location, you can add dynamic text boxes that can be filled in by the signatory before they sign the document, whether optional or mandatory, as well as check boxes.

⚠️ Please don't cut the signature tag in two lines. It must be complete!

⚠️ Place signature tags in the body of the document. These will not be taken into account in a text box.

Add a mention

From the wizard, access the signatory on which you want to add fillable fields
Access the “Mention” block
Personalize the text to your liking or choose Read and Approved on (Date).
Copy the tag and paste it into your document where you want
⚠️ Please don't cut the signature tag in two lines. It must be complete!

Add a checkbox

Go to the “Checkbox” block
Select Optional or not
Check the box checked by default or not
Give the check box a title. It will be visible to the signatory when signing
Copy and paste the tag into the document where you want

💡 Note that you can add a written mention in your document for the understanding of the signatory

⚠️ Please don't cut the signature tag in two lines. It must be complete!

Add a fillable text field

Go to the Text Field block
Enter the number of characters allowed, the width and height of the text box, the field title, and the subtitle that will be visible to the user when filling in these elements.
Choose whether to make filling in this text optional or mandatory.
Then copy and paste the tag created in this way into your document template.
⚠️ Please don't cut the signature tag in two lines. It must be complete!

Configure the document to be sent for signature

STEP #3

Document delivery configuration items

From the configuration of your document template, go to the part on the right in the section “Configuring sending the document”
Give your procedure a default name. It will be visible to your sender from Salesforce and will allow him to have an overview of the statuses of the signatories.
Choose the two-factor authentication method from the dropdown list. Note that the one set in the Gonexa Sign custom setting controls that of the entire application. You can leave these fields by default or fill them in to control each document template in a personalized way.
Copy and paste the email template ID into the Default email template field if you did not enter it in the custom setting.
⚠️ The email template must be public and filled in the custom settings, in the document template or at the flow level.
💡 In order to improve the delivery of emails sent for signature, please allow the level of access to all emails from the Salesforce configuration, in the Delivery tab.
In the “Validity period” field, set the number of days during which you want to give the signatory the opportunity to sign. if you did not enter it in the custom setting.
Check the box: allow editing recipients, so that the user can modify the signatory selected by default
Check the box: initials, to add initials on the document to the signature
Check the box: schedule signers, if you want to create a signatory order. The document will only be sent for signature to the second as soon as he has signed.
Go to the Options tab where you can get an overview of how to configure recipients. This is the list of signatures on your document. The column called Order defines the order of the signatories. 1 being the first to sign.
Click the Sort button to change the hierarchy of signers and click save. The second signatory will be able to sign only if the first one set will have signed the document.

‼️ For a contact to be addressed, the contact must have a first name, a last name and an email address or a mobile phone number depending on the authentication method chosen.

Configure the document to be sent for signature

STEP #4

You can add the signatory tracking component to your signature context.

Go to the Lightning page for the desired object
Drag and drop the “Gonexa - Listing recipients” component to the desired location on the page
You will thus have visibility on the signatories as well as their status.