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Configure S-Docs & S-Sign For CAC Signature

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Introduction

This article will teach you how to configure the S-Docs/S-Sign Common Access Card (CAC) integration, which allows users to use their CAC to apply digital signatures to S-Sign PDFs.

Note: If you've already completed the configuration process, click here to learn how to apply CAC signatures to S-Sign PDFs (end-user experience).

Create New Fields

First, you need to create three new fields - one on the S-Sign Template object, and two on the S-Sign Envelope Document object.

From the setup menu, navigate to the Object Manager tab and find the S-Sign Template object.

Navigate to the Fields & Relationships tab, and click New.

Select Checkbox as the data type, then click Next.

Enter the following values:

Field Label: CAC Required
Default Value: Unchecked
Field Name: CAC_Required

Finish the field creation process and click Save.

Next, navigate back to the Object Manager and find the S-Sign Envelope Document object.

Navigate to the Fields & Relationships tab, and click New.

Select Formula as the data type, then click Next.

Enter the following values:

Field Label: Download Document for CAC
Field Name: Download_Document_for_CAC
Formula Return Type: Text

Next, enter the following formula:

[code lang="html"]IF(
SSIGN__SSTemplate__r.CAC_Required__c,
HYPERLINK(
"/apex/SSCACDownload?ssedId=" & Id,
IMAGE("/img/icon/product_consumed24.png","Download Document for
CAC"),
"_blank"
),
'Not Required'
)[/code]

Keep the default settings for the next two steps, then click Save & New.

Select Formula as the data type, then click Next.

Enter the following values:

Field Label: Upload CAC Document
Field Name: Upload_CAC_Document
Formula Return Type: Text

Next, enter the following formula:

[code lang="html"]IF(
SSIGN__SSTemplate__r.CAC_Required__c,
HYPERLINK(
"/apex/SSCACUpload?ssedId=" & Id,
IMAGE("/img/icon/product_request_line_item24.png","Upload CAC
Document"),
"_blank"
),
'Not Required'
)[/code]

Keep the default settings for the next two steps, then click Save.

Add Fields To Page Layout

Next, you need to add the fields to their respective object page layouts. Navigate to the Page Layouts tab for the S-Sign Envelope Document object manager, click the dropdown arrow for the S-Sign Envelope Document page layout, then click Edit.

Ensure that the two formula fields (Upload CAC Document and Download Document for CAC) are added to the S-Sign Envelope Document detail layout.

Then, navigate to the Page Layouts tab for the S-Sign Template object manager, click the dropdown arrow for the S-Sign Template page layout, then click Edit. Ensure that the CAC Required and CAC Enabled fields are added to the S-Sign Template detail layout.

Add New Visualforce Pages & Apex Classes

Next, you need to create three Apex classes and three Visualforce pages. Contact S-Docs Support (support@sdocs.com) to obtain the Apex classes and Visualforce markup.

Enable S-Sign-Enabled S-Docs Templates For CAC Signature

To enable your S-Sign-enabled S-Docs templates for CAC signature, you must access the S-Sign template record detail page for each template that you want to digitally sign (S-Sign-enabled S-Docs templates store S-Sign data in a separate S-Sign template).

Accessing the S-Sign template record detail page requires you to find the S-Sign template ID that corresponds to that S-Docs template. You can query the S-Sign template ID for each S-Docs template in the Developer Console.

Navigate to the Developer Console and input the following query into the Query Editor:

[code lang="html"]SELECT Id, SSIGN__SDTemplate__r.Name FROM SSIGN__SSTemplate__c[/code]

This will bring up a list like the following:

[1] The S-Docs template name appears on the right, and [2] the S-Sign template ID appears on the left. Find the S-Docs template that you want to enable for CAC Signature, copy the S-Sign template ID, and then paste it into your browser after "salesforce.com" or "lightning.force.com."

This will open the S-Sign template record. From there, you can scroll down and check both the CAC Enabled and CAC Required checkboxes.

This must be done for each template that you wish to enable for CAC digital signature.

(Optional) Add The CAC Redirect URL To Your Template(s)

Optionally, you can choose to redirect the final signer of an S-Sign request to the CAC download/upload page. This will allow the signer to download and digitally sign the document immediately (if you do not opt into this feature, the CAC signer must navigate to the S-Sign Envelope Document record after the S-Sign request is completed, and download/upload the document from there).

To opt into this feature, navigate to the template(s) you wish to digitally sign with your CAC and open the Template Editor.

Navigate to the S-Sign Template Settings in the S-Sign panel on the left, and find the Redirect Signer to Page field.

Enter the following URL into this field:

[code lang="html"]https://YOUR_SALESFORCE_DOMAIN/apex/SSCACReplace?ssedID=[[ssedID]][/code]

Replace YOUR_SALESFORCE_DOMAIN with your Salesforce domain. You can find your domain by clicking your user profile in the top right and copying it from under your username.

After clicking Save, S-Sign requests that include this template will redirect the final signer to the CAC download/upload page.

To learn how to digitally sign S-Sign PDFs with your CAC, click here to walk through the end-user experience.


E-Signature Request Declined

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Introduction  

S-Sign allows you to quickly and easily send e-signature requests to customers, prospective employees, coworkers- practically anyone you can imagine for your business needs. However, at times, your recipient may want to decline the e-signature request. This article will explain what happens when a recipient declines an e-signature request, as well as what this looks like from both the recipient and sender’s point of view.

What Happens When A Signer Declines an E-Signature Request- The Recipient’s Point Of View 

Most of the action that takes place when a signer declines an e-signature request happens on the recipient's end. This section will walk through exactly what the recipient sees and the actions they take in order to decline the request.

As the recipient accesses the document that requires their signature, they will be brought to the document with this action bar on the bottom of the screen. The button to the far right allows them to decline the signature. 

After selecting the “Decline Signature” option, they will be brought to this screen where they are able to provide a reason for declining the signature.

After selecting the “Yes” option, the recipient will then be shown this notification.

Their work is done! It is as easy as that from the recipient’s point of view. They have now successfully declined the signature. 

What Happens When A Signer Declines an E-Signature Request- The Sender’s Point Of View 

The sender of the e-signature will receive an email when the recipient declines the request. This email will notify the sender that the request has been denied and provide the recipient’s reasoning as to why they declined the request. An example of this email is shown below.

As you can see, the same message that the recipient submitted can be seen in the email that the sender receives. 

Furthermore, the  S-Sign Envelope Sign Status field will now be updated to “Declined”.


That's it! The sender now has the notification that the signature on the document they requested has been declined, the recipient's reasoning as to why, and this information updated in their Salesforce org.


Template Library Import Instructions

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Note: If you're a newer user, you'll need to configure S-Docs for use in your org in order to generate documents with any templates that you've created. For detailed instructions on setting up S-Docs, please click here.

1. Download Your Template From The S-Docs Website

Importing a template into S-Docs is quick and easy. First, download the template export file from our template library by clicking the Download Now button on the template listing page. A .zip file will be downloaded to your local device.

2. Import Your Template With The S-Docs Template Migrator

Now, it's time to import your template into your org using the S-Docs Template Migrator. Click one of the Import buttons on the template listing page to navigate to the Template Migrator in your org.

Next, click Choose File and select the template .zip file that you downloaded in Step 1.

The template will display [1] its type (S-Docs or S-Sign), [2] its name, and [3] its ID. Click Start Import to import the template.

The Template Migrator will display a success message when your template has been successfully imported.

3. Download Custom Fields and Images (If Applicable)

After importing your template into your org, head back to the template listing page and install the unmanaged package to get access to any custom fields or images that your template may reference. Note that some templates do not come with an unmanaged package because they do not reference any custom fields or images.

Be sure to select Install For All Users, as shown below.

Update Image URLs

When you download an unmanaged package with image files, those images are stored in your Salesforce Documents folder. However, the image in the template will still reference an image URL from the S-Docs Template Library org when first downloaded.

Find any images in your template, double-click them, and then click Browse Server in the menu that pops up.

This will open your Salesforce Documents folder. Select the image in your template to update the URL.

Edit & Generate Your Template

When you navigate to the S-Docs Templates tab in Salesforce, your imported template will be available in your template list.

You can now edit your imported template, or begin generating documents with it immediately.

Note: If your imported template includes custom fields, you may receive errors during generation if you do not download the unmanaged package into your org first.


S-Docs Permission Sets

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Introduction

S-Docs provides permission sets that you can assign to your admins and users out of the box to ensure they have access to the necessary S-Docs/S-Sign objects. There are separate permission sets for S-Docs and S-Sign.

S-Docs Permission Sets

S-Docs comes with two permission sets: S-Docs User and S-Docs Administrator.

Permission Set Assign To
S-Docs User Users whose primary role involves only generating, viewing, emailing, or storing documents. Users can view S-Docs templates, but not modify them.
S-Docs Administrator Users whose primary role involves building templates or customizing S-Docs. Users have read, create, edit, and delete access on all S-Docs objects.

S-Sign Permission Sets

S-Sign comes with five permissions sets: S-Sign User, S-Sign Administrator, S-Sign Internal User, S-Sign Site Guest User, and S-Sign Experience Cloud Site.

Permission Set Assign To
S-Sign User Users whose primary role involves only sending and tracking e-signature requests. Users can view S-Sign templates, but not modify them.
S-Sign Administrator Users whose primary role involves building S-Sign templates. Users have read, create, edit, and delete access on all S-Sign objects.
S-Sign Internal User Your chosen S-Sign Internal User. This is a licensed Salesforce user through which all S-Sign operations will be conducted using the secure S-Docs Connected App. This permission set is requiredread more in the S-Sign configuration guide.
S-Sign Site Guest User The S-Sign Site Guest User. This permission set is required and will be assigned automatically when you complete step 5 of the S-Sign configuration guide.
S-Sign Experience Cloud Site Experience Cloud Site/Community Users.

Digitally Sign S-Sign PDFs with Your CAC

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Introduction

This article will teach you how to apply digital signatures to S-Sign PDFs with your Common Access Card (CAC). For instructions on configuring S-Docs and S-Sign to work with your CAC, click here.

Note: This process is not automated. This guide details a manual method for applying CAC digital signatures to PDFs that have been completely signed using S-Sign.

Signing Documents With Your CAC

Digitally signing documents with your CAC is a simple process of completing an S-Sign e-signature request, downloading the document & adding your CAC signature, and then uploading the document back to Salesforce.

Step 1: Send & Submit An S-Sign E-Signature Request

The process begins with a regular S-Sign e-signature request. For example, a future soldier and a recruiter may need to sign a document, with the recruiter required to digitally sign using a CAC. Begin by navigating to the appropriate record and click the S-Docs button.

Select the document(s) you want digitally signed and click Next Step.

Once your document(s) is generated, click the button above the document(s) to initiate the e-signature process. In this example, we're assuming all signers are in the same room, but you can also include signers via email.

Each signer is required to check I consent to doing business electronically to access the document. You can also require 2-factor authentication and customize the verbiage on this screen if desired.

Once the document is opened, signers can click Sign Here to input their signatures.

Signers can type or draw their signature, then submit the document or move on to other inputs if required.

Step 2: Download Document & Digitally Sign With CAC

Once the final signer submits the document, the CAC download/upload page will be automatically opened (if you've opted to use this feature). Click Download.

Note: If you haven't opted to automatically route the final signer to the CAC download/upload page, you can manually download and upload the document from the S-Sign Envelope Document record. See instructions for this method at the end.

The document will be downloaded to your local device. Open the PDF with Adobe Acrobat.

[1] Click Certificates, then [2] click Digitally Sign, and [3] select where you'd like your digital signature to appear.

At this point, you can insert your CAC into the card reader and digitally sign the document.

Enter your CAC PIN to complete the digital signature process.

Your CAC signature will appear on the document, along with the S-Sign signatures.

Step 3: Upload Signed Document To Salesforce

Navigate back to the CAC download/upload page, click Choose File, and select your digitally signed document. Then, click Validate and Upload PDF to upload your document to Salesforce.

A success message will appear when the document is uploaded successfully. You can then click Return to Record to confirm that the document is stored there.

The document will be stored in the Notes & Attachments related list as well as the S-Sign Envelope. It will include the S-Sign e-signatures as well as the CAC signature.

Download/Upload Documents From S-Sign Envelope Document Record

If you don't want to redirect final signers to the CAC download/upload page after document submission (as described in the "Add The CAC Redirect URL To Your Templates" section of the CAC Configuration article), you can leave the Redirect Signer to Page field in your template(s) blank and instead download/upload the document from the S-Sign Envelope Document record.

After an S-Sign request has been completed, navigate to the base record and open the S-Sign Envelope record that is linked there.

Click the Related tab, and then click the Doc Number to navigate to the S-Sign Envelope Document record.

From there, you can use the links to download the document, sign it with your CAC, and reupload it to Salesforce.


Formatting Phone Fields

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Introduction

S-Docs provides a number of different options for formatting Salesforce phone fields in your documents.

You can use any of the formatting options described in the Syntax section of this article. Simply replace the formatting shown below with your desired formatting.

For merge fields, place your formatting within the curly braces after the field syntax, as shown below.

[code lang="html"]{{!Contact.mobilephone ###-###-####}}[/code]

For related lists, use the format-number column attribute to add your phone field formatting, as shown below.

[code lang="html"]<column format-number="###-###-####">Contact.mobilephone</column>[/code]

Syntax

S-Docs accepts the following phone field formatting:

For 10-Digit Numbers

[code lang="html"]###-###-####
(###)###-####
(###) ###-####
(###)-###-####
###.###.####
### ### ####[/code]

For 11-13 Digit Numbers

[code lang="html"]+### ###-###-####
+### (###)###-####
+### (###) ###-####
+### (###)-###-####
+### ###.###.####
+### ### ### ####[/code]

Note: You can use the formatting for 11-13 digit numbers with 10-digit phone number fields to add a +1 to the beginning of the number.

Considerations

  • If your phone field is populated with an 11-13 digit number, but the formatting doesn't include +### at the beginning, it will be merged into your document in its original formatting.
  • Only 10-13-digit numbers are supported. If your phone field is populated with a number that has less than 10 digits or greater than 13 digits, it will be merged into your document in its original formatting.


Create An S-Docs Connected App For S-Sign

By Documentation, S-Docs Automation: Jobs & REST API No Comments

Introduction

This article will detail the 3 steps needed to create an S-Docs Connected App to use with S-Sign e-signatures.

Step 1: Create a Self-Signed Certificate

From the setup menu, type "Certificate" into the Quick Find bar, then click Certificate and Key Management in the dropdown menu. Click Create Self-Signed Certificate.

Name your certificate SDocsCert. Click Save.

Click Download Certificate, and keep track of where the file is stored. We will use this in the next step.

Step 2: Create A New Connected App

Navigating to the Connected App creation page is a bit different in Classic and Lightning. In Lightning, type "App Manager" into the Quick Find bar in the setup menu, then click App Manager in the dropdown menu. Click New Connected App in the top right.

In Classic, type "Apps" into the Quick Find bar in the setup menu, then click Apps in the dropdown menu (under Build > Create). Scroll down to the Connected Apps section and click New.

In the Basic Information section, fill in the following fields:

Connected App Name: Sdocs Connected Apps
API Name: Sdocs_Connected_Apps
Contact Email: support@sdocs.com

Scroll down to the API (Enable OAuth Settings) section and check Enable OAuth Settings. Then, enter one of the following URLs into the Callback URL field, depending on if you're working in a sandbox or production environment:

Production: https://login.salesforce.com/services/oauth2/callback
Sandbox: https://test.salesforce.com/services/oauth2/callback

Next, check the Use Digital Signatures checkbox and upload the self-signed certificate that you downloaded in step 2.

Then, scroll down to the Selected OAuth Scopes field. Add the following scopes to your selected scopes:

  • Perform requests on your behalf at any time
  • Access and manage your data
  • Access and manage your Chatter data

This section should look similar to the following image when you are finished:

Leave the rest of the fields at their default settings, and click Save. You will be redirected to the Connected App detail page. Scroll down to the API (Enable OAuth Settings) section and click Copy next to the Consumer Key field. Paste this somewhere you can access later. You will use this key in Step 3. Then, click Manage at the top of the page.

On the next page, click Edit Policies.

Scroll down to the OAuth Policies section. Set the Permitted Users field to Admin approved users are pre-authorized. Set the IP Relaxation field in accordance with your organization's policies. Keep the Refresh Token Policy set to Refresh token is valid until revoked. Then, click Save.

Next, scroll down to the Profiles section and click Manage Profiles.

Add the profile for the user that will be used as the S-Sign Internal User (we recommend using an administrator as the S-Sign Internal User). The S-Sign Internal User is a Salesforce user which all S-Sign operations will be conducted by through the secure S-Docs Connected App. Click Save.

Step 3: Create A New Custom Setting Entry

From the setup menu, type "Custom Settings" into the Quick Find bar, then click Custom Settings in the dropdown menu. Find SDocsSettings and click Manage.

If you've created an S-DocsSettings entry in the past, you can click the Edit link next to its name to edit it now. Otherwise, click New to create a new SDocsSettings entry.

Fill in the following values:

Name: SDocsSettings
ConnectedAppCertificateName: SDocsCert
ConnectedAppConsumerKey: Paste the consumer key that you copied in step 3
ConnectedAppLoginURL:
[Production]: https://login.salesforce.com
[Sandbox]: https://test.salesforce.com

Note: If you are using Salesforce Government Cloud, use your MyDomain URL instead of the URLS listed above.

ConnectedAppTokenURL: Enter your Salesforce domain URL.
ConnectedAppUserName: Enter the username that you want to use as the S-Sign Internal User (we recommend using an administrator's user name). The S-Sign Internal User is a Salesforce user which all S-Sign operations will be conducted by through the secure S-Docs Connected App.

Note: If you are using Salesforce Government Cloud, you also need to fill in the ConnectedAppAudienceURL field with one of the URLs listed below. This field sometimes populates with your MyDomain URL, which should not be used for this field. If your MyDomain URL populates this field, replace it with one of the 2 URLs listed below.

ConnectedAppAudienceURL:
[Production]: https://login.salesforce.com
[Sandbox]: https://test.salesforce.com

Your SDocsSettings entry should look similar to the following:

Click Save.

You've now successfully configured your S-Docs Connected App. You can return to the S-Sign Configuration Steps and continue with Step 4.

Return to S-Sign Installation and Configuration - Salesforce Lightning

Return to S-Sign Installation and Configuration - Salesforce Classic.

Troubleshooting

My Self-Signed Certificate is Expiring Soon!

Several months after setting this up, you may get an email from Salesforce informing you that your self-signed certificate expired. If that is the case, you can follow the steps below to renew your certificate. We recommend doing this after hours.

1. From the setup menu, type "Certificate" into the Quick Find bar and click Certificate and Key Management in the dropdown menu.
2. Click Delete for SDocsCert.
3. Click Create Self-Signed Certificate.
4. Set Label to SDocsCert.
5. Set Unique Name to SDocsCert.
6. Click Save.
7. Click Download Certificate.

The next steps are different in Salesforce Classic and Salesforce Lightning.

For Classic:

1. From the setup menu, type "Apps" into the Quick Find bar, then click Apps (under Build > Create).
2. Scroll down to the Connected Apps section, find "Sdocs Connected Apps," and click the Edit link next to it.
3. Scroll down to Use digital signatures.
4. Click Choose File and select the previously downloaded certificate.
5. Click Save.
6 It may take several minutes for the new certificate to take affect.
7. Confirm that everything is working (test SDJobs with Mass Merge).

For Lightning:

1. From the setup menu, type "App Manager" into the Quick Find bar, then click App Manager in the dropdown menu.
2. Find the "Sdocs Connected Apps" connected app. Click the dropdown arrow on the right, and click View.
9. Click Edit at the top of the page.
11. Scroll down to Use digital signatures.
12. Click Choose File and select the previously downloaded certificate.
13. Click Save.
14. It may take several minutes for the new certificate to take affect.
15. Confirm that everything is working (test SDJobs with Mass Merge).

General Troubleshooting

If you performed this setup but are receiving errors, please try the following:

  • Navigate to Setup > Connected Apps > SDocs Connected Apps > Profiles, and verify that the profiles of the following users are added to the app's permitted profiles list:
    1. The S-Sign Internal User
  • Go to Setup > Remote Site Settings and verify that there are entries for the appropriate Salesforce production/sandbox URL and the customer’s home URL (Salesforce Classic). Additionally, verify that these entries are active.
  • Make sure the user's profile has the Apex REST Services permission checked.


S-Sign Security Update – April 2021

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Note: These updates are required for all customers upgrading to S-Sign version 2.178+
S-Docs version 4.400 is required for S-Sign version 2.178+

Introduction

The S-Docs Development team is continuously striving to ensure our 100% native e-signature solution, S-Sign, employs the highest level of security. The S-Sign configuration steps have been slightly changed to align with Salesforce’s newest security recommendations. This article details the steps that you need to take to align with the latest updates.

Note: This article makes several references to your S-Sign Internal User. Your S-Sign Internal User is any licensed Salesforce user of your choosing. S-Sign operations that require internal data access will be conducted through this user's profile using the secure S-Docs Connected App. We recommend choosing a Salesforce Administrator.

Step 1. Create an S-Docs Connected App

The S-Sign security upgrades leverage Salesforce’s secure Connected Apps integration. If you are familiar with the S-Docs Run As User feature with the S-Doc Jobs object, you may have already created your S-Docs Connected App. If not, please navigate to this documentation article and follow the steps to create your S-Docs Connected App.

Note: For help troubleshooting your S-Docs Connected App configuration, please click here.

Step 2: Update Your S-Sign Site

Navigate to your S-Sign Site detail page. From the Setup menu, type "Sites" into the Quick Find bar, click Sites in the dropdown menu, and then click your S-Sign Site Label.

Click Edit to edit your Site, then uncheck the Lightning Features For Guest Users checkbox. Click Save.

Step 3: Remove Your S-Sign Sharing Settings

In previous versions of S-Sign, you may have configured Sharing Settings for the S-Sign Site Guest User. This security upgrade removes this requirement; therefore, these Sharing Settings should be removed.

From the Setup menu, type "Sharing" into the Quick Find bar, then click Sharing Settings in the dropdown menu.

From here, confirm for each S-Docs and S-Sign object that Default External Access is set to Private/Controlled by Parent. In addition, ensure that the Secure guest user record access checkbox is checked for each object.

Finally, remove any Sharing Rules created for the S-Sign Site Guest User (likely created on the S-Sign Envelope and SDoc Template objects). Be sure that the Sharing Rules you remove are specifically set for the S-Sign Site Guest User to prevent any issues outside of the S-Docs and S-Sign packages. Your Sharing Settings might look similar to the following:

Step 4: Set Your S-Sign Internal User and Assign Permissions

The S-Sign Internal User is a Salesforce user which all S-Sign operations are conducted by. All steps requiring internal data access will be performed by your S-Sign Internal User through the secure S-Docs Connected App. This was previously conducted by the S-Sign Site Guest User, which will no longer have access to any data in your internal org.

You likely set the username of your S-Sign Internal User when you completed Step 4 of the Connected App configuration guide. If you did not complete this step, navigate to Setup > Custom Settings > SDocsSettings, and enter the username of your chosen S-Sign Internal User into the ConnectedAppUserName field.

Note: We recommend using an administrator's username for the S-Sign Internal User.

After setting this Salesforce username, you need to assign the S-Sign Site Internal User Permission Set to said user. This is required for the S-Sign managed package processes.

From the Setup menu, type "Permission" into the Quick Find bar, click Permission Sets in the dropdown menu, then click on the S-Sign Site Internal User permission set.

Next, click Manage Assignments.

Then, click Add Assignments.

From there, choose the username that you specified as the S-Sign Internal User.

Once these steps are completed, you are ready to continue securely signing documents!


The S-Docs Setup Tab

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Introduction

The S-Docs Setup page provides quick access to a number of different S-Docs administrative settings. This article will describe the functionality of each section on this page.

Locate S-Docs Setup

To navigate to the S-Docs Setup page, click the App Launcher in the upper left corner, type "S-Docs" into the search field, then click S-Docs Setup.

S-Docs Setup Sections

This article will now go over each section of the S-Docs setup page in detail.

S-Sign Setup

The S-Sign Setup section appears as follows.

[1] Go To S-Sign Setup Page: This button routes to the S-Sign Configuration Page, which contains a number of administrative configuration options for S-Sign including Salesforce Site information, email notification options, Guest User licensing, and more. Click here to learn more about the S-Sign Configuration Page.

[2] Go To S-Sign License Key Page: This button routes to the S-Sign License Key Page, where you can input and update your S-Sign license key and assign/remove user licenses. Click here to learn more about the S-Sign License Key Page.

S-Docs License Key

The S-Docs License Key section appears as follows.

Go To S-Docs License Key Page: This buttons routes to the S-Docs License Key Page, where you can input and update your S-Docs license key. Click here to learn more about installing S-Docs license keys and assigning licenses.

Migrate S-Docs & S-Sign Templates

The Migrate S-Docs & S-Sign Templates section appears as follows.

Go To S-Docs Migration Page: This button routes to the S-Docs Template Migrator, which allows you to import or export S-Docs templates between different Salesforce orgs. Click here to learn more about the S-Docs Template Migrator.

Translate UI

The Translate UI section appears as follows.

[1] Go To S-Docs UI Translation Page: This button routes to the S-Docs UI Translation Page, which allows you to create your own translations for the S-Docs end-user experience. Click here to learn more about the S-Docs UI Translation Page.

Note: For more information about translation options for S-Docs, click here.

[2] Go To S-Sign UI Translation Page: This button routes to the S-Sign UI Translation Page, which allows you to translate the S-Sign end-user experience. Click here to learn more about the S-Sign UI Translation Page.

Other Pages

The Other Pages section appears as follows.

[1] Go To Google Drive Integration Page: This button routes to the Google Drive Authentication Page. For full instructions on configuring the S-Docs & Google Drive integration, click here.

[2] Go To AWS S3 Integration Page: This button routes to the Amazon S3 Configuration Page. For full instructions on configuring the S-Docs & AWS integration, click here.

[3] Go To SendGrid Integration Page: This button routes to the SendGrid Configuration Page. This page allows you to enter your SendGrid API key for secure emailing.

[4] Go To Bulk DOCX Upload Page: This button routes to the Bulk DOCX Upload Page, which allows you to bulk-upload DOCX files and create an S-Docs template for each file. To learn more about the Bulk DOCX Upload page, click here.

Other Settings

The Other Settings section appears as follows.

[1] Whitelisted Profiles for Document Editing: This field allows you to list user profiles that should have access to the Live Edit feature (enabled for all users by default). Click here to learn more about this field.

[2] Do Not Include Extensions in File Names: When you check this box, S-Docs saved as Salesforce Files will not include the file extension name in the File's Title field.

[3] Update Settings: Click this button to update the settings in this section.


S-Doc Jobs

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What is an S-Doc Job?

An S-Doc Job is a simple, intuitive Salesforce object designed for automatically generating (and optionally emailing) documents. S-Doc Jobs work in conjunction with Salesforce Process Builder, Apex triggers, or Flows.

Once a custom process, trigger, or flow creates the S-Doc Job record and populates its fields, S-Docs will begin generating documents. Certain fields will tell the Job which templates to generate, which object record to pull data from, whether or not the generated documents should be emailed, and much more.

S-Doc Job records contain three sections:

[1] Required fields that always need to be populated when a record is created
[2] Optional fields that allow you to customize the document automation process
[3] Job execution details that provide you with information about in-progress and finished jobs

This article will go through each section of an S-Doc Job record in detail.

Note: For instructions on setting up your process, trigger, or flow, please visit this article.

Access S-Doc Job Records

To access S-Doc Job records in your org, click the App Launcher in the upper left corner, type "S-Docs Jobs" into the search field, and click S-Docs Jobs.

This will take you to a list of all S-Doc Jobs that have been run recently in your org.

You can [1] click the SDJob Number to view individual S-Doc Job records, which we'll go over in the next section. You can also select multiple jobs and then [2] click Delete Logs to clear old S-Doc Jobs from this list. Clearing old records will have no effect on the S-Docs that they generated.

Required Fields

S-Doc Job records begin with the 5 fields that your custom process is required to populate. It appears as follows:

[1] Object ID: The ID of the base record that your documents will pull data from
[2] Object API Name: The API name of the base object
[3] Doclist: A comma-delimited list of S-Doc template names that the S-Doc Job will generate
[4] Send Email: Denotes whether or not the S-Doc Job should email the documents that it generates; 1 will email them, 0 will not

Note: An HTML email template should be included in the Doclist field if the Send Email field will be populated with "1."

[5] Start Job: A Boolean field that must be set to "true" for the S-Doc Job to begin generating documents

Note: The SDJob Number field auto-populates and does not need to be set.

As a reminder, these fields will all be set by a custom process, Apex trigger, or Flow -- not a Salesforce user. For reference, the process that created the above S-Doc Job record looks like this:

Optional Fields

Beyond the 5 required fields, your process, Apex trigger, or Flow can also set several optional fields. A subset of these fields can be found in the next section of the S-Doc Job record:

[1] Incl. Attachments with Email: Allows you to specify a comma-delimited list of Salesforce Attachment IDs to be included in the email sent out by the S-Docs Job
[2] Incl. Documents with Email: Allows you to specify a comma-delimited list of Salesforce Document IDs to be included in the email sent out by the S-Docs Job
[3] Incl. Files with Email: Allows you to specify a comma-delimited list of Salesforce File IDs to be included in the email sent out by the S-Docs Job
[4] Include All Related Files: If checked, automatically attaches all files related to the base record to the email
[5] Email From: Allows you to set an org-wide email address as the From address when your S-Docs Job process includes emailing a document
[6] Email Params: Allows you to add advanced email parameters to your process that are not available to access through standard fields on the S-Docs Job object, such as useExistingNoContactRecord=true

Note: The layout of the Optional Job Parameters section may look different based on the version of S-Docs that you're using. For a full list of S-Doc Job fields that can be populated, navigate to Setup > Object Manager > SDoc Job > Fields & Relationships.

S-Doc Job Execution Details

The final section of S-Doc job records includes execution details about the job. These fields aren't populated by a custom process, apex trigger, or flow; instead, they're filled in as the Job progresses. Let's take a look at the status fields before moving on to the other execution details.

S-Doc Job Status

The three S-Doc Job status fields are Status, Status Link, and Status Details.

[1] Status: Indicates Job percentage completed. The following table lists all possible S-Doc Job statuses and what they mean:

Status Meaning
Selected This only occurs on Jobs used with the Mass Merge feature when records are added to the Mass Merge list.
Queued This job is waiting on another job to be completed. By default, 45 jobs are processed at a time.
0 The S-Doc Job record was just created and is beginning to process.
10 The Run As User callout is in progress.
20 The Run As User callout is completed.
35 The S-Doc record was created and concurrent job splitter jobs are currently being processed (this only applies to Job Splitter templates in orgs with Concurrent Job Splitters enabled).
40 The S-Doc record(s) is being created.
60 The S-Doc record(s) was created successfully.
80 The Attachment or File is being created (if applicable) and the email is being sent (if applicable, and the email is non-S-Sign).
Pending File Creation All job processing is complete apart from File creation. This is only applicable for batches of File-enabled S-Docs created by the same user in a single transaction.
90 The Attachment or File was created successfully. If the templates are S-Sign-enabled, the S-Sign Envelope and S-Sign Envelope Documents are being created and emailed.
Completed The Job was completed successfully.
Retry Attempting to re-run a failed job (S-Docs may try to re-run a failed job up to 3 times depending on the cause of error).
Error The Job failed. Check the Status Details field for more information.
Error (Run As User Failed) The Run As User callout failed. Check the Status Details field for more info.

[2] Status Link: Provides a visual representation of Job percentage completed, as well as links to view the generated documents when it reaches 100%
[3] Status Details: Provides in-depth details about each stage of the S-Doc Job's status. This field can be consulted to find out more information about Job errors

Other S-Doc Job Execution Details

A few other notable fields in the Job Execution Details section include the following:

[1] SDoc1 View: Contains a link (document icon) to view the first document generated by the S-Doc Job
[2] SDoc1: Contains a link to the S-Doc record for the first document generated by the S-Doc Job
[3] SDoc2 View: Contains a link (document icon) to view the second document generated by the S-Doc Job
[4] SDoc2: Contains a link to the S-Doc record for the second document generated by the S-Doc Job

Additional Resources

To learn about setting up document automation with S-Docs Jobs in conjunction Salesforce Process Builder, Apex triggers, or Flows, please visit the following articles.


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