Overview
The LinkSquares Finalize integration in Salesforce allows your sales team to initiate agreements using templates defined by legal without ever leaving Salesforce.
If you are interested in integrating your Finalize instance with Salesforce, contact your Customer Success Manager.
To learn more about setting up this integration, reference our article on Salesforce Finalize: Setup and Configuration.
Process
There are two lightning components within the Salesforce Finalize integration from which users can access and draft agreements:
- LinkSquares Finalize
- Finalize Agreements
Salesforce Administrators will configure the lightning components on the Salesforce objects from which agreements should be drafted.
To learn more about configuring the Salesforce Finalize lightning components, reference our article on Salesforce Finalize: Setup and Configuration.
The LinkSquares Finalize lightning component stores the templates available on a given object.
From here, key data about the template (e.g., template name, type, initial status, description, etc.).
- Users can create agreements using Draft templates, Intake workflows, Request forms, and Signature-only templates.
- Templates must be created within LinkSquares Finalize. To learn more about creating templates, reference our article on Creating a New Template.
- Only templates that are published within the Finalize web app will be available within Salesforce Finalize.
- Filter templates by name or description by leveraging the search bar.
- The sorting icon on the Template Name and Description columns to adjust the order in which templates appear.
The Finalize Agreements lightning component stores any agreements that have been drafted within the object (i.e., within a given opportunity).
From here, reference key data about the agreement (e.g., agreement name, status, the date and time the agreement was last updated, etc.).
- Filter agreements by name by leveraging the search bar at the top of the lightning component.
Use the Views drop-down to filter by agreements that are in progress (i.e., active), agreements that are no longer being worked on (i.e., inactive), or all agreements.
Active status:
Request Pending
Internal Review
Counterparty Review
Ready for Signature
Out for Signature
Partially Signed
Inactive status:
Fully Signed
Done
Paused
- The filtering icon on the Status column allows the user to select the relevant agreement statuses to filter by status.
- The sorting icon on the Updated column allows the user to adjust the order in which agreements appear.
- The arrow icon on the right-hand side allows the user to generate a new version or download the given agreement.
Note:
- These options are not available for agreements with a status of Request Pending.
- The option to generate a new version is not available for agreements within the Paused, Done, or Fully Signed statuses.
- The agreement name within the Name column is linked to the relevant Finalize agreement record.
- The link in the Latest Version column opens a preview of the agreement in a new tab.
- A standalone blue activity bar to the left of the agreement name indicates that new activity has occurred within an agreement. This functionality is user-specific.
- The blue activity bar may indicate updates to the Activity tab or unread emails associated with the agreement.
- To view these updates, select the agreement and locate the Activity tab on the Finalize agreement record.
- The agreement activity that has occurred since your last review is highlighted in blue.
- The blue activity bars will disappear after clicking out of the Finalize agreement record.
Customizing the Salesforce Finalize Lightning Components
Click the Adjust Fields button on the LinkSquares Finalize and Finalize Agreements lightning components to modify the available columns and their order.
Use the arrow icons between the columns to move data points between the Available Fields column and the Selected Fields column.
- The Available Fields column contains the fields that are not shown on the lightning component but can be added.
- The Selected Fields column contains the fields that are currently shown on the lightning component.
Note:
The Name field cannot be removed from the component.
The arrows to the right of the Selected Fields column to adjust the order in which the columns appear.
Click OK once complete.
Alternatively, click Cancel to discard any changes made or click Revert to Defaults to return to the default column settings.
- These selections are individual to the user and will persist on all instances of the lightning component and upon logging out and logging back in.
Draft Templates (Our Paper)
Draft (Our Paper) templates are used to create agreements on your organization’s paper.
Click Choose next to the appropriate Draft template within the LinkSquares Finalize lightning component.
- Fill out the agreement detail fields. These are context fields for the legal team that provide insight into key parameters of the agreement (e.g., purpose, scope, important dates, and counterparty information).
- Agreement detail fields marked by an asterisk indicate the required fields.
- The agreement name response will be used to generate the name of the agreement record and the downloadable agreement file. Please follow your organization’s standard naming convention.
Note:
The maximum cumulative file size for agreements created from Draft templates and files uploaded to file-type agreement detail fields is 4 MB.
Click Next once complete.
Alternatively, click Back to exit the drafting workflow. If Back is selected, any progress made will not be saved.
After completing the agreement detail fields, begin drafting the agreement by filling out the Document Fields.
Document Fields are equivalent to tokens, which are placeholders within agreements in which your responses will be incorporated directly into the drafted agreement.
Document Fields marked by an asterisk indicate the required fields.
Note:
Only Draft templates include Document Fields.
Draft templates can contain no Document Fields. In this case, the step will be skipped.
- Agreement detail fields and Document Fields may auto-populate with Salesforce data depending on the template configuration set up by Salesforce Administrators.
- If a Single-selection agreement detail field or Document Field has six or more options, they will be available within a drop-down. Begin typing in the drop-down to filter the available options.
Learn more about mapping fields during template configuration, reference our article on Salesforce Finalize: Template Configuration.
- If the Draft template includes pricing tables, a preview of the table(s) will be available below the Document Fields.
- Only Draft templates can include pricing tables.
Click the arrow to the left of the table name to expand the table and preview its contents.
Alternatively, click Expand/Collapse All above the table to expand or collapse all available tables.
Click Save once complete.
The user will be returned to the main page of the original object from which the agreement was drafted.
Alternatively, click Save & View to be brought directly to the Finalize agreement record for the agreement or click Back to return to the previous step.
Dynamic Questions on Draft Templates
Draft templates may contain Dynamic Questions. These are follow-up agreement detail fields that are triggered based on the answer to a previous agreement detail field.
Dynamic Questions eliminate the need for Drafters to answer irrelevant questions when creating new agreements and enable Administrators to gather important information on the agreement up-front.
This reduces the number of steps in ensuring that contract data is relevant and accurate.
- Finalize Administrators can configure dynamic logic on Single-selection agreement detail fields during the template configuration process within the Finalize web app.
- The Single-selection answer type means that Drafters can only select one possible answer to the agreement detail field when creating new agreements from the template.
- Additional follow-up questions may be triggered by the response to a Single-selection agreement detail field.
Note:
Dynamic Questions cannot be mapped to Salesforce fields and therefore, will always need to be populated with information during the drafting process.
Intake Workflows (3rd Party Paper)
The main difference between Draft templates and Intake workflows (3rd Party Paper) is that the user will be uploading an existing document instead of drafting a new agreement.
Intake workflows are typically agreements sent to you by a third party.
Click Choose next to the appropriate Intake template within the LinkSquares Finalize lightning component.
Click Upload Files to browse locally.
Alternatively, drag and drop the file into Salesforce.
Note:
Acceptable file types for Intake workflows are DOCX, PDF, or XLSX
The Upload Files modal will appear with a progress bar of the upload process.
Click Done once the file is fully uploaded.
To replace the uploaded file, click the X icon and repeat the above steps.
Click Next once complete.
- Fill out the agreement detail fields. These are context fields for the legal team that provide insight into key parameters of the agreement (e.g., purpose, scope, important dates, and counterparty information).
- Agreement detail fields marked by an asterisk indicate the required fields.
- The agreement name response will be used to generate the name of the agreement record and the downloadable agreement file. Please follow your organization’s standard naming convention.
If a Single-selection agreement detail field has six or more options, they will be available within a drop-down. Begin typing in the drop-down to filter the available options.
- Agreement detail fields may auto-populate with Salesforce data depending on the template configuration set up by Salesforce Administrators.
To learn more about mapping fields during template configuration, reference our article on Salesforce Finalize: Template Configuration.
Note:
The maximum cumulative file size for agreements created from Intake workflows and files uploaded to file-type agreement detail fields is 4 MB.
Click Save once complete. The user will be returned to the main page of the original object from which the agreement was drafted.
Alternatively, click Save & View to be brought directly to the Finalize agreement record for the agreement or click Back to return to the previous step.
Dynamic Questions on Intake Workflows
Intake workflows may contain Dynamic Questions, which are follow-up agreement detail fields that are triggered based on the answer to a previous agreement detail field.
Dynamic Questions eliminate the need for Drafters to answer irrelevant questions when creating new agreements and enable Administrators to gather important information on the agreement up-front.
This reduces the number of steps in ensuring that contract data is relevant and accurate.
- Finalize Administrators can configure dynamic logic on Single-selection agreement detail fields during the template configuration process within the Finalize web app.
- The Single-selection answer type means that Drafters can only select one possible answer to the agreement detail field when creating new agreements from the template.
- Additional follow-up questions may be triggered by the response to a Single-selection agreement detail field.
Note: Dynamic Questions cannot be mapped to Salesforce fields and will always need to be populated with information during the drafting process.
Request Forms (Our Paper)
Request forms are used to request that legal create an agreement on your behalf.
All requests will have an agreement status of Request Pending until a member of your legal team creates an agreement from the request.
Note:
New agreements cannot be created from Request forms within Salesforce.
New agreements from Request forms must be created from within the Finalize web app.
Choose next to the appropriate Request form template within the LinkSquares Finalize lightning component.
- Fill out the agreement detail fields. These are context fields for the legal team that provide insight into key parameters of the agreement (e.g., purpose, scope, important dates, and counterparty information).
- These fields were curated by legal to provide context into what information needs to be drafted into the agreement and why the request was submitted.
- Agreement detail fields marked by an asterisk indicate the required fields.
- The agreement name response will be used to generate the name of the agreement record and the downloadable agreement file. Please follow your organization’s standard naming convention.
- If a Single-selection agreement detail field has six or more options, they will be available within a drop-down. Begin typing in the drop-down to filter the available options.
- Agreement detail fields may auto-populate with Salesforce data depending on the template configuration set up by Salesforce Administrators.
To learn more about mapping fields during template configuration, reference our article on Salesforce Finalize: Template Configuration.
Click Save once complete. You will be brought back to the main page for the object from which you drafted the agreement.
Alternatively, click Save & View to be brought directly to the Finalize agreement record for the request or click Back to return to the previous step.
Dynamic Questions on Request Forms
Request forms may contain Dynamic Questions, which are follow-up agreement detail fields that are triggered based on the answer to a previous agreement detail field.
Dynamic Questions eliminate the need for Drafters to answer irrelevant questions when creating request forms and enable Administrators to gather important information on the agreement up-front.
This reduces the number of steps in ensuring that contract data is relevant and accurate.
- Finalize Administrators can configure dynamic logic on Single-selection agreement detail fields during the template configuration process within the Finalize web app.
- The Single-selection answer type means that Drafters can only select one possible answer to the agreement detail field when creating new agreements from the template.
- Additional follow-up questions may be triggered by the response to a Single-selection agreement detail field.
Note:
Dynamic Questions cannot be mapped to Salesforce fields and therefore will always need to be populated with information during the drafting process.
Signature-Only Templates
Signature-only templates are used for finalized agreements that can be immediately sent out for signature. All agreements drafted from Signature-only templates will immediately enter the Ready for Signature status since they bypass the approval process to expedite execution.
Click Choose next to the appropriate Signature-only template within the LinkSquares Finalize lightning component.
- Click Upload Files to browse for the relevant file.
- Alternatively, drag and drop the file into Salesforce.
Note:
Acceptable file types for Signature-only templates are DOCX, PDF, or XLSX.
The Upload Files modal will appear with a progress bar of the upload process.
Click Done once the file is fully uploaded.
To replace the uploaded file, click the X icon and repeat the above steps.
Click Next once complete.
- Fill out the agreement detail fields. These are context fields for the legal team that provide insight into key parameters of the agreement (e.g., purpose, scope, important dates, and counterparty information).
- Agreement detail fields marked by an asterisk indicate the required fields.
- The agreement name response will be used to generate the name of the agreement record and the downloadable agreement file. Please follow your organization’s standard naming convention.
- Agreement detail fields may auto-populate with Salesforce data depending on the template configuration set up by Salesforce Administrators.
- If a Single-selection agreement detail field has six or more options, they will be available within a drop-down. Begin typing in the drop-down to filter the available options.
To learn more about mapping fields during template configuration, reference our article on Salesforce Finalize: Template Configuration.
Click Save once complete. You will be brought back to the main page for the object from which you drafted the agreement.
Alternatively, click Save & View to be brought directly to the Finalize agreement record for the agreement or click Back to return to the previous step.
Dynamic Questions on Signature-Only Templates
Signature-only templates cannot contain Dynamic Questions.
Drafted Agreements
Once an agreement has been created via one of the above workflows, a Finalize agreement record for the agreement will be created within Salesforce and the agreement will carry into the Finalize web app.
To learn more about the Finalize agreement record, reference our article on Salesforce Finalize: Finalize Agreement Record.
On the main Agreements page within Finalize, a blue Salesforce bubble will appear next to the agreement, indicating that the agreement was drafted within Salesforce Finalize.
Within the Info tab of the individual agreement view, the origin of the agreement will be indicated as Salesforce.
Click VIEW to view the agreement within Salesforce.