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
- Gonexa Sign installation and configuration
- Creating a Gonexa Doc document template
- Update the package to the latest version
Choose the shipping method
- From setting up your document template
- Go to the “Sign - WebDoc Configuration” section, then in the Sending method field, select “Certified Sign” and validate
Place one or more signatures in the document
- From the configuration of your document template, go to the Sign tab
- In the Signers component, click “New” to add a signer
- Please fill in the following information:
Type:
Function of the signer to identify him (ex: Customer, Supplier, Partner, etc.)
Default contact:
The field that references the default contact
Contact search filter:
Allows you to limit the list of signatory contacts
Example: Find the contact on Prospect accounts
Account.Type = 'Prospect'
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.
Example: Show if the Vendor Signature box is checked supplierSignature__c = 'true'
You can also make a personalized request in order, for example, to have only the contacts from the estimate account.
- In this case, we choose “Custom Query” when choosing the contact search filter.
- Then we fill in a SOQL query
For example: accountID IN (Select accountId from Quote where Id = {recordid})
Add signature locations
- Access your Gonexa Doc document template on which to place the signature (s)
- Open the assistant using the Go to tags button
- Access the different types of signers in the “Add a signature” block
- Click on a signatory to 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!
Configure the document to be sent for signature
- From the configuration of your document template, go to the Sign tab, then to “Configure” in the Signers component
- 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.
- 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.
- Choose the two-factor authentication method from the dropdown list. Note that the one set in the Gonexa Sign custom setting controls the entire application.
You can leave these fields by default or fill them in to control each document template in a personalized way. - 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.
- You have different parameters to activate or not depending on your business process:
- Activate initials: if you want to add initials to the signed document
- Allow signature refusal: if you want signers to be able to refuse to sign a document.
- Allow the modification of recipients: if you want to allow users to modify the signers before sending the document
- Scheduling recipients: if you want to create a signatory order - You can sort recipients in a specific order. If you check the “Schedule recipients” box, the second signatory will be able to sign only if the first set has 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.
Add customizable fields to the signature [optional]
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.
- 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!
- 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!
- 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!
Add the recipient listing component
You can add the recipient 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.