Challenge: Slow Contract Signing Process

Our client was looking for DocuSign Integration for Salesforce to automate their contract signing process.

The following processes were needed to be automated – 

• Generation of the contract using a template
• Updating the contract with client information
• Sending the contract to get all approvals

Solution: Automated and accelerate contract signing

SP Tech implemented and integrated DocuSign with their Salesforce seamlessly. With a complete configurable process, we provided them with the below features.

1. Contract Template – A contract template can be reuse again and again.
2. DocuSign Tabs – Create tabs in a Document. Merge field will be placed on a document that gets replaced from the SFDC Data.
3. Signer – To define Signers and Ordering of the Signers.
4. Rule Engine – To determine which template needs to be picked if a rule got evaluated as true.
5. Contract Wizard – To preview the contract before sending a document.
6. Reports – To keep track of all the generated contracts and their status and win rate and commission for Sales Reps.

Now, all the Sales reps had to do one click. The end-to-end automation process took care of the entire contract signing. Once prepared in Salesforce, the contract was sent to DocuSign by gathering the recipient information and routing rules to send a document for signature. Once signed, contract signature statuses were integrated back into Salesforce.

Challenge:

How to manage contract template, signers, approvals and make them configurable

Solution:

SP Tech implemented the DocuSign Envelop template –

1. DocuSign Tabs: Here, we have defined all the fields where we want the data from Salesforce. We can define the roles which help us in the Signing Tabs. We can also place X & Y points to set the position of the Tab within the Document along with height and width.
2. Live Mode Signer: The live mode Signer is the actual signer when we send out the Document to Sign. This is done after defining the clients who are included in Signing Process,
3. Test Mode Signer: In Test Mode Signer, you can define the testing Email and the person to see and test. This will work when we start sending out the Document to users.
4. Since we have defined all the fields, we need to upload documents. While sending for signing, we can pick the documents and fill them with the Salesforce data. So, you need to upload Document to the Notes & Attachment Section.

Here, we have few other benefits of integration;

1. We don’t need to log on to DocuSign every time.
2. No need to create a template and place a field on Document
3. No need for filling the data manually from Salesforce or define the signer every time.

DocuSign will save you a lot of time once we create a template within your Salesforce. We neither have to copy-past data from Salesforce to DocuSign, nor we have to define signer every time.

Challenge: 

How to dynamically pick the template based on rule?

Solution:

We have a Contract template rule, where we can define conditions for checking. If it’s true, we can select a template attached to the rule. Along with the condition, we can also specify an order. This is so that while sending the document, we can check all the rules. Whichever rule got pass first as per order, we can select the template to send out the Document for Signing.

As, we bring one-time Contract Template setup in Salesforce, we might worry that –

           “What if some data was wrong on the template for customer we are sending?”

                                                                        Or

                       “How can we preview whether it’s correct ?”

                                                                        Or

                        “Are we able to see the action taken by Signer?

Here, we have a Contract Wizard. At the time of sending the Document, we can preview it before sending out to customer, so we can verify whether it’s correct.

Here, we have three sections,

1. DocuSign Contract Processing Info: We can hand out some instructions to our sales rep in this section to help them to make process smooth.

2. Contract Rule: Here, we can look at the rules we specify based on which, we need to pick a template.

3. Action: We have two actions – Preview and Send.

1. Preview: It will generate preview of Document with DocuSign. We made preview mandatory before sending to customer.
2. Send: It will send out the documents to the Signer based on the picked template’s Signer Info.