S-Sign excels when it comes to sending and receiving e-signature requests, but it can do much more than just accept signatures. By utilizing the template editor, you can add a variety of different text fields and checkboxes to your S-Sign documents to gather user information like title, department, or phone number. Once the user fills these fields in, the data will be automatically written back to Salesforce, and the appropriate fields in the user’s contact record will be updated.
Additionally, this feature will automatically run your Salesforce validation rules. This is useful when there are certain field values that you want to restrict users from inputting.
To showcase these features, we will start by creating a validation rule (which is standard Salesforce functionality). Click the Setup button in the top right corner of the screen, then type Contact into the Quick Find search bar. From the options that drop down, click the Validation Rules option under “contacts,” then click New.
From there, you can enter your validation rule. In this example, our rule prevents individuals from entering a title of “Finance” and a department of “Marketing,” but it can be set to any combination of things you want to prevent users from inputting.
When you are finished entering your rule, click Save. The rule is now active. We will see this in action later.
Now that we have written our validation rule, we will showcase how S-Sign writes data back to Salesforce fields based on what users input into their signed documents.
In this example, we will send a purchase agreement to a contact in Salesforce. Note that the contact’s title is “Financial Manager” and their department is “Financial Services” in the Salesforce contact record. These are the fields that will be updated when the contact signs the document.
Step 1: Edit Your S-Sign Site's Public Access Settings
Before beginning, you will need to edit the Public Access Settings of your S-Sign Site. To do this, click Setup in the upper right corner, then type "Sites" into the "Quick Find/Search" bar. Click Sites (under Build > Develop) from the list that drops down.
From there, click S-Sign Site under "Site Label."
Click Public Access Settings.
Click Edit at the top of the page.
Scroll down to "Standard Object Permissions" and check the Read and Create boxes for the base object of your template (which is contact in this case).
Click Save. You will be taken back to the Public Access Settings page. Scroll down to "Field Level Security" and click the View link next to the base object of your template (contact in this case).
On the next page, click Edit and check the boxes for Read Access and Edit Access for all of the fields that you want written back to Salesforce.
Click Save. This concludes part 1.
Part 2: Associate S-Sign Fields to Salesforce Fields
To begin, navigate to the template editor by clicking on All tabs (“+” symbol). Click on S-Docs Templates, choose your template, then click on Template Editor. To learn how to create S-Sign-enabled templates, click here.
In our purchase agreement, we’re going to include three fields: a signature field where the user can sign their name, and two text fields where the user can enter their title and department. We do this by adding three S-Sign fields into the document. We set the type of field 1 to Signature, and the types of fields 2 and 3 to Text.
Since field 1 is just a signature, it is ready to go: we simply copy the S-Sign Field tag and paste it into our template wherever we want the recipient to sign.
We will now associate text fields 2 and 3 to specific Salesforce fields; this will enable S-Sign to write the data back to Salesforce and update the contact record when the user fills in their information. To do this, we click Insert Field at the top of the template. This will bring up a list of numerous fields to choose from. Select the field you want, then click Copy to Clipboard.
Next, we paste this code into the Write signer input to the following field in Salesforce field. From there, we can copy the S-Sign Field tag and insert it wherever we want.
This step is repeated for however many fields are desired. After we save this template, it is now ready to be sent to our contact to be signed. To learn how to send e-signature requests with S-Sign, click here.
Once the recipient receives the request and opens the document, they can enter their information and sign. Here’s where the validation rule comes into play. If they enter values not allowed by your validation rule, they will see the error message you wrote.
However, if the recipient enters their information correctly, they will be able to submit the signed document.
Notice that this user input “SVP Finance” into the Title field and “Finance” into the Department field. These values differ from what was previously written in the Salesforce contact record for this person (“Financial Manager” for title and “Financial Services” for department). As you can see, S-Sign automatically updated these fields in Salesforce when the user signed the document. No manual updates needed!