Overview
When the LinkSquares Sign integration is enabled in the Finalize integration of Salesforce, sales teams can send agreements out for signature without ever leaving Salesforce.
Using the Sign E-Signature provides efficiency in giving users a one-stop solution to draft, send, and track agreements seamlessly.
Signature Request permissions that are configured within the LinkSquares Finalize settings will carry over into Salesforce Finalize.
To learn more about Sign, reference our articles on LinkSquares Sign.
To learn more about refining Signature Request permissions, reference our article on LinkSquares Sign: Signature Request Permissions.
Process
Enabling Sign for Salesforce Finalize
There are two prerequisites to enabling Sign in Salesforce Finalize:
- Sign must be enabled on the LinkSquares platform.
- Salesforce Finalize must be set up.
If Administrators are unable to replicate these steps, Sign is not an option in your Finalize Integration settings- Contact your Customer Success Manager.
1. Go to Settings from the app selector.
2. Select Finalize App.
3. Locate the Salesforce section, 'Integrations' within the Global tab.
4. Click the LS Sign Integration toggle icon to enable Sign within all templates in Salesforce.
Sending Agreements Out for Signature
Navigate to the object record page (e.g., opportunity) where you typically draft Finalize agreements.
On that object records page, locate the LinkSquares Finalize widget.
Templates available for use will be displayed.
Within Salesforce, there are many template types.
Note:
If you would like to simply send an agreement out for signature via Sign, it is best to choose the default Signature-only template.
- Choose next to your template of choice.
- Upload Files to upload the agreement that is Ready for Signature. Alternatively, you can drag and drop the document to upload it.
Choose Done once the document has finished uploading. Then, Next.
Name the agreement and, if configured, answer any questions before clicking Save.
Note:
This name will describe your agreement but will not appear within the document body itself.
- The Finalize agreement record will open
- Click the drop-down and select LinkSquares Sign.
- The Signature Request page will open
Signature Requests
Any time an agreement is sent out for signature via Sign, it is added to a Signature Request, then sent to the required recipients.
The agreement can be blank or partially signed using another eSignature tool.
Note:
- Signature Requests can only include the main agreement within Salesforce Finalize.
Attachments are Not Supported within Signature Requests initiated from Salesforce. - Bulk Signature Requests cannot be configured within Salesforce Finalize.
To learn more about bulk Signature Requests, reference our article on LinkSquares Sign: Bulk Signature Requests.
Signature Requests Available
- In the upper right-hand corner of the Signature Request page, a progress bar and count of requests remaining will be visible.
This is the number of Signature Requests remaining out of the total number of Signature Requests that have been allotted to your organization.
Adding Recipients
The first step after sending out an agreement for signature via Sign is to add recipients.
Click the + icon on the right-hand side of the screen.
Enter the recipient’s name into the Name field.
If the recipient has been sent a Signature Request previously, they will be saved as a contact. Existing contacts are available to select from the Name drop-down.
- Finalize contacts will have an icon of their initials to the right of their name.
- External contacts will have their email to the right of their name and their title below their name, if applicable.
Note:
The contacts available within the Name drop-down are user-specific.
When an existing contact is selected from the Name drop-down, their email and title, if applicable, will automatically populate when selecting signature boxes for that recipient are placed onto the agreement.
Creating New Contacts
If a recipient has not been sent a Signature Request before, enter their name, email, and optionally, title on the Add recipient modal.
Click SAVE.
A banner will appear in the upper right-hand corner of the Signature Request screen to indicate that a contact has been successfully created.
Note:
For contacts to be permanently saved, the Signature Request must be sent.
If users exit or delete the Signature Request draft, the contact will not be saved.
Updating Existing Contacts
Existing contacts can be updated when the contact is initially selected on the Add recipients page or by clicking Edit from the kebab menu (three vertical dots) after the user has been added to the Signature Request.
Update the contact’s name and/or title and click SAVE.
A banner will appear in the upper right-hand corner indicating the contact has been successfully updated.
If a contact’s email is updated, an entirely new contact for that person will be created.
Multiple contact profiles with different emails can be added for the same name.
Adding Recipients to Receive a Copy
It is possible to send an agreement to recipients who do not need to sign the agreement.
- Disable the Needs to sign toggle on the Add recipients page.
- This recipient will receive a copy of the executed agreement once completed.
With every agreement sent out for signature using Sign, at least one recipient must be required to sign or initial the document.
You will be unable to continue unless a recipient is designated as needing to sign or initial.
Recipient Flow
For multiple recipients, the flow can be either ordered or unordered.
Ordered:
The recipients must sign and/or initial in the order outlined in the Recipients section.
Once the first recipient has signed and/or initialed, then the second recipient will be able to sign and/or initial, and so on.
To adjust the order, hover over a recipient's number and leverage the drag handle icon to move the recipient into the appropriate spot.
Unordered:
Each recipient can sign and/or initial at their convenience.
To determine whether the recipient flow is ordered or unordered, click the toggle above the list of recipients.
The recipient flow will be unordered (toggle off) by default.
Click the kebab menu (three vertical dots) next to a recipient's name to edit or delete the recipient’s information.
Adding Signature Request Messages
To add a message to a Signature Request, click the Message toggle.
A text box will appear where you can type a message to be sent in the email with the Signature Request.
After configuring the recipient(s), recipient flow, and signature request message, SAVE AND CONTINUE.
Mapping Fields
There are six different fields to map onto your agreement:
- Signature
- Initials
- Name
- Title
- Date
- Text field
- This is an optional text field used for filling out forms (e.g., W2 forms).
- You can place as many text fields as needed.
The content in the name and title boxes will automatically populate based on the information associated with the contact.
The text box does not auto-populate, but can be filled out prior to sending the agreement for signature.
To edit or populate content in the name, title, or text field boxes, click into the box and a field will appear on the toolbar at the top of the agreement screen.
Click into the field on the toolbar and type the desired content.
If a text field is added to a Signature Request and populated with content, it can be set as read-only.
Doing so will prevent recipients from editing the content in the text field(s).
Note:
The Signature Request cannot be sent out for signature if a read-only text field is left blank.
To configure read-only text fields, place a text field onto the document, populate it with content, and choose the Read only checkbox on the toolbar.
Repeat this process for every text field that must be read-only.
Note:
This checkbox is individual to each text field. If more than one text field is placed onto a Signature Request, users must mark the Read Only box for every text field they wish to be uneditable.
Your agreement MUST have at least one signature or initial field per recipient. You will be unable to continue unless a signature and/or initial field has been placed for each recipient that needs to sign.
All other fields are optional.
You can add more than one signature and/or initial field for each recipient.
For example:
If a recipient needs to initial certain sections before applying a final signature, add an initial field for each required set of initials and a signature field for the final signature.
- These fields can be resized, reconfigured, and moved around the agreement.
Remove a field by clicking the trash icon in the upper right-hand corner of the field.
Alternatively, you can use the delete key on your keyboard.
To map a field to a recipient, drag and drop the relevant field onto the agreement while the recipient’s name is visible from the drop-down.
To map fields to other recipients, change the name from the drop-down. Repeat the previous process.
Each recipient will have unique field colors within the agreement.
After all requested signatures and/or initials are collected from the recipients, everyone who is designated to receive a copy will receive a copy of the executed agreement via email.
Once you are satisfied with the agreement configuration, click SEND REQUEST in the upper right-hand corner.
From here, you can also navigate to previous steps of the Signature Request workflow by clicking Back or save and exit the Sign workflow by clicking SAVE AND EXIT.
- Selecting SEND REQUEST will send the Signature Request to the recipients as outlined.
- Selecting SAVE AND EXIT will save the list of recipients and their order but will not send the agreement out. After saving, you can return to the Signature Request later by opening the relevant agreement within Salesforce and clicking View request. From here, you can make edits and send the Signature Request out.
- Alternatively, the existing Signature Request can be deleted by clicking Delete.
Viewing the request will take you to the Signature Request page that you have configured so far.
This page can be edited.
Deleting the request will take you back to the beginning of the workflow.
- Within the Signature Request, click SEND REQUEST once you have finished configuring your text fields and are ready to send the agreement out. Once completed, the user will return to the Finalize agreement record within Salesforce.
- The agreement will be updated to reflect that it has been sent out for signature.
- To send the Signature Request again, click Send again.
If the recipients on the Signature Request were configured in an unordered workflow, all recipients will receive an email when the Send again button is clicked.
If the recipients were configured in an ordered workflow, only the recipient who is next in line to sign and/or initial the agreement will receive an email.
To change the status of the agreement, select a new status from the drop-down.
- If you are a Finalize user and designated as a Signature Request recipient, there will be a Start signing button from the individual agreement view within Finalize when it is your turn to sign and/or initial.
- To sign and/or initial the agreement from the individual agreement view, click Start signing.
Note:
The Start signing button does not populate for agreements sent for signature via the DocuSign integration.
After your recipients have signed and/or initialed the agreement, you may need to click Sync with Finalize for your Salesforce instance to reflect that the agreement has been signed and/or initialed.
Post-Signature
Once all signatures and/or initials are collected, the agreement will reflect the Fully Signed status.
Completed agreements will be ingested from Finalize into LinkSquares Analyze, if enabled.
Within Finalize settings, Administrators can determine whether or not agreements in the Fully Signed and Done statuses are ingested into Analyze.
Administrators can choose both statuses, one status, or neither status.
The default setting is that Fully Signed agreements are ingested into Analyze.
This workflow mirrors the process of sending an agreement out for Sign signature via the LinkSquares web app.
Note:
- Finalize users start with 10 free Signature Requests. Additional Signature Requests must be purchased through the Company's LinkSquares Account Manager
- After exhausting your allotted number of Signature Requests, you may be prevented from sending additional documents out for signature unless your Sign purchase agreement allows you to exceed your allotment on contingency.
- In this case, you can continue to utilize Sign even when you are out of Signature Requests, and your Customer Success team will reconcile the overage during your regular account billing.
In the interim, your allotted Signature Request total may appear as zero or even a negative number.