Integrating Dropbox Sign with Salesforce

Introduction

Dropbox Sign (previously HelloSign) is an eSignature application that helps us to get the signatures from the recipient. The Salesforce users can send out a signature request right from the record page using a quick action or a lightning component.

Installation

1. Install the Dropbox Sign package from Salesforce AppExchange.

2. Navigate to the Dropbox Sign app from the App Launcher.

3. Under the Dropbox Sign Settings, connect your Dropbox Sign account to salesforce.

   

4. The user should use the same email address for both salesforce and Dropbox Sign accounts, else an error will pop up notifying the same.

5. The email can be changed later once the connection is made.

6. Add the Use Dropbox Sign button on the necessary record page layouts.

Create Templates

1. In the Dropbox Sign app, navigate to the Dropbox Sign Template tab.

2. Template Name is required. This is the name users will see when selecting a template.

3. Source Object is required. This is the object from which users will be able to use the template.

4. Delivery is defaulted to Request via Email.

   

5. Upload File Method.

   

6. Press "Next" and upload the document you want to get signed. You can add multiple files to the list.

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   Dropbox Sign only supports files that combined are under 11mb. A single file or multiple files that exceed 11mb will throw an error.

   

7. File Attached to Record Method

   • By default, Dropbox Sign will select the most recently attached file on the record from which the request is initiated.

   • Optionally, you can specify text that the file should contain, and Dropbox Sign will select the most recent file attached that includes this text. For example, "SfShots Contracts."

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     The File Attached to record method supports files upto 40mb.

     

Choose Recipients

This page determines who needs to receive the documents and what options signers have.

• Sequential Signing: Signers are notified and given access to the document in a specific order. Each signer will only be notified after the preceding signer has completed their part. Any CC'd recipients will receive a copy once all signers have signed.

• Signer Reassignment: This feature allows a signer to reassign their signing responsibility to another person.

• Optional CC: This allows users of the template to include additional CC recipients when making a request.

Merge Fields

Templates with Salesforce Data

Templates can include Salesforce data. When selected, this data will be mapped into your document either through the Dropbox Sign template editor or via text tags.

Dropbox Sign for Salesforce

• Merge Capabilities: Supports merging most field types on the primary object. Opportunities and Contacts can pull data from the Account object, and the Account object can pull data from an Opportunity when using the template.

• Merge Fields:

  • You can search or browse the list of available fields for merging.

  • If writeback is available and the field supports it, a writeback toggle will be displayed in the row.

  • You can filter the list by all available fields, fields that have been selected, or all unselected fields.

  • All templates, regardless of their status, can be modified to include or exclude merge fields.

  • If you have recipients marked as "Sign (optional)", you can still merge data from those recipients. If that recipient is left blank when using the template, the merge and signer fields will be removed from the document.

• Date and Datetime Fields: To ensure that Date and Datetime fields are formatted according to the sending user's locale, enable "Format Merge Field by locale" in the Dropbox Sign for Salesforce settings page.

• Once the fields are selected, when opening the template editor, make sure to select the "Sender" role on the editor in order for the selected merge fields to show

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Multi-select, rich text, and formulas that render an image are not currently supported for merge.

Recipient Message Section

Delivery Page Settings

• Message Customization: Set a document title and optional message that signers will see in their email. You can restrict users from modifying the document title or message, making these fields read-only or editable.

• Reduce User Clicks:

  • Skip Prepare: Bypasses the recipient selection and message addition page if all recipients have default values. This option is disabled if defaults are missing.

  • Skip Preview: Skips the document preview window if you are confident the document is ready to send.

  • Full Automation: If both skip prepare and preview are enabled, the document is sent automatically after template selection, with a confirmation sent to the user.

  • Default Templates: Allows users to initiate the template with a single click using the "Use Dropbox Sign" button. See the Default Templates section for setup details.

Dropbox Sign Editor

The Dropbox Sign editor provides a user-friendly interface for customizing your documents. Key features include:

• Signature Fields: Drag and drop signature fields from the "signature" option at the top.

• Salesforce Merge Fields:

  • Non-checkbox merge fields are available under the "textbox" option at the top.

  • Checkbox merge fields are available under the "checkbox" option at the top.

  • Select the Sender option in the Assigned To field, this will show the object fields to be added on the template.

This setup allows you to easily place necessary fields on your uploaded documents for seamless signing and data integration.

Once the template is ready you can save it as a Draft or Publish it.

Publishing the template allows it to be available for use.

Send with Template

1. Goto the record page where the template needs to be sent out.

2. Click the Use Dropbox Sign button.

   

3. Select your template. (This step can be skipped if you choose a default template on the Settings page of the app).

   

4. Preview the template with merged data from salesforce record.

   

5. Press the Send For Signature button to send it to the recipients.

6. Signer receives the signature request template in their email.

7. Click Review and Sign.

Tracking Signed Documents in Salesforce

Users can easily track the final signed documents and signature requests within Salesforce:

• Final Signed Document: Located in the opportunity related list under "Files," allowing users to see the completed document.

• Signature Request: Tracked in the "Dropbox Sign Signature Request" related list, providing a detailed view of the signature request status.

References

https://sfdc-docs.hellosign.com/docs/getting-started

https://sign.dropbox.com/integrations/salesforce