AdobeSign® integration enables users to easily sign electronic documents and contributes to a faster closing of deals by sales representatives. The integration is enabled by administrators for the respective users. For the integration to be successful, the email address of a CPQ user needs to match the one in AdobeSign®. Otherwise, an error message will display.
Please follow the steps below to integrate a CPQ tenant with the AdobeSign® provider.
Prerequisites:
Log into a CPQ tenant as an admin user.
In the main navigation menu access Setup > Setup.
In the menu on the left access Providers > Providers.
Select AdobeSign from the list of available providers and you will be redirected to the AdobeSign provider settings page.
Click Set Admin Account to set the integration parameters for your tenant.
Enter your email and password in the pop-up.
Click Sign In.
An informational pop-up will display stating the access rights enabled by the integration.
When redirected to the settings page, select TRUE in the Integration turned on drop-down menu.
Click Save to finish the integration process.
AdobeSign® tags are used to indicate locations in the document where recipient needs to take action.
If tags are added to the document, then signer is forced to sign the document at the exact place in the document where the tag has been placed. If tags are not added to the document, then AdobeSign® defines the place where the signer will put their signature.
To mark place in the document generation template where signer should put their signature you must insert AdobeSign tag as a signature placeholder: {{Sig_es_:signer1:signature}}.
There are four quote statuses that are used during the signing process:
E-Sign Accepted
E-Sign Declined
E-Sign Rejected
Waiting for E-Signing
When quote is sent to the representative for E-signing, the quote status is changed to “Waiting for E-Signing”. As soon as the document is signed, the quote status moves to “E-sign Accepted”. On the other hand, if the signer refuse to sign the document, it is moved to “E-sign declined” status. If the document is revoked, before it has been signed, the quote status changes to “E-sign rejected”.
Transition between E-sign statuses is performed through the integration actions. For this purpose, four built-in actions are available in CPQ Setup:
This is the only action from this group that is visible in quote layout and that can be triggered by CPQ user. Note that this action should not change quote status. In order to make this action visible in quote layout, you must enable it by setting Workflow Permission for it.
To do so, click on Setup > Workflow/Approval > Workflow Permissions and assign permission for this action to the particular user type(s).
This action is automatically triggered after generating the document - in the moment when user sends a document to AdobeSign. If document processing is successful, the action gets triggered and quote gets moved to the next status. Otherwise, action doesn't get triggered and quote status doesn't get changed.
These actions are triggered by AdobeSign and also not visible in Quote layout. Based on user interaction through AdobeSign, one or another action will be triggered. You should set permission for these two actions too as described earlier. Also you must set workflow for these actions.
To do this, go to Setup > Workflow/Approval > Workflow, and under My Quotes tab set actions workflow as described below.
Action Generate Document For E-Sign itself should not change the quote status. After the quote is sent to AdobeSign using the email form that appears on the screen after the document is generated, quote status should change from “default”, “open” or any other status to “Waiting for E-Signing” status.
Action E-Sign Accepted should lead quote from “Waiting For E-Signing” to “E-Sign Accepted” status.
Action E-Sign Declined should lead quote from “Waiting For E-Signing” to “E-Sign Declined” status.
AdobeSign process is performed by CPQ guest user. Guest user is set under CPQ Setup > Quotes > Email Customers / Quote Acceptance Settings > User used for Quote Acceptance.
User type that the guest user belongs to, must have permissions for AdobeSign Accepted and AdobeSign Declined actions.
The CPQ integration with AdobeSign supports signing by more than one signer. This is called multisign process. The following section provides you with the information what should be done on CPQ side to enable the multisign process.
The only setup activity needed to enable the multisign process is to add signature placeholders for all signers to the document generation template(s). Note that if this step is omitted, the multisign process will still be available and functional. That is because AdobeSign automaticaly locates the placeholders at the very bottom of the document template in case when no signature placeholders were found. However the general recommendation is to insert placeholders into the template documents at the desired place in order to keep the document generation templates well organized and formatted.
No workflow changes should be performed since the quote moves to status “Waiting for E-Sign” upon being sent to signers and remains in that status until all signers sign or decline to sign the document. The placeholder that is used to mark where signers should sign is: {{Sig_es_:signer{r}:signature}} , where {r} should be the ordinal number of the signer (e.g.{{Sig_es_:signer3:signature}}) . The detailed example is provided in the Examples section of this page.
CPQ supports the Revoke Document feature, for users who want to void a document that has already been sent to signers, avoiding the need for signers to review an obsolete document. This action can be triggered from the Quote page since it has been developed as standard CPQ Quote action. Action name is “Void Document”.
Workflow should be modeled to move the quote back from “Waiting for E-Signing” to the previous status, after the Void Document action is triggered. Once the signer clicks on the link received through an email, they will be informed that the document has been revoked.
To test AdobeSign process, create a new CPQ quote and click on the Generate Document for E-Sign action.
On the next screen choose the document generation template, and click on it to generate the document. Once the document is generated, the email form gets displayed. The email form is used to send the document to the signer(s) for signing.
On this page, you define the signer(s). To add a signer click Add Signer. This opens a form where you should enter the signer's email, name, position and company name. Only email and name fields are mandatory.
The Add Signer button allows you to select Bill to, Ship to, or End user role as the signer, provided that you have the role defined on the quote.
As you can see, you are able to define more than one signer. If you define at least two signers, then you are allowed to choose if they should sign the document in defined order - sequentialy or not. If you select this option, the document link is sent to only one signer - the first in the list. As soon as they sign, the document link is sent to the next signer. If the first signer rejects to sign the document, the signing process is terminated, so next signers will not recieve the link.
To send document to signer(s), click Send agreement to AdobeSign.
The signer recieves an email with the link to the document. Clicking the link leads signer to the AdobeSign service page where they can sign. If your document contained signer placeholders, then the signer will be positioned at the appropriate placeholder to sign the document.
Clicking on the signing box (“Click here to sign”), opens a popup where the signer can choose whether they want to type, draw or upload an image that contains a scanned signature.
Clicking Apply will close the popup, and the signer is allowed to complete the process by clicking the Click to Sign button at the bottom of the page.
After signing the document, the signer is offered to download a copy of the signed document.
Once the document is signed, you can see who signed it and when.
To view who signed the document, return to quote and go to the Documents tab to locate the generated quote document.
The Additional Info column displays the following information:
The date and time the document was sent for signing
The names and email addresses of the designated signers
The date and time of signing
The provider used to sign the document (AdobeSign)
The names and email addresses of the users who signed the document
Note: In order for the Additional Info column to be visible, the Additional Info Visibility application parameter must be set to TRUE.
If a signature request is declined, the column displays the date and time the request was declined, the name and email of the person who declined the request as well as the reason for declining to sign the document.
To send a copy of the signed document to additional recipients for informational purposes, click Add CC and enter the email address of the additional recipient in the designated field.
Note: If there are multiple recipients in the Add CC field, separate their email addresses with a comma.
The recipients entered into the Add CC field receive two emails:
The Admin mode enables you to send documents to Adobe Sign as the administrator, instead of having the currently logged-in user act on behalf of the administrator.
Company B, a partner of company A, has access to CPQ and needs to send CPQ documents to Adobe Sign for signing. In this case, CPQ sends documents to company A's Adobe Sign account on behalf of company B. If company B already has an account at Adobe Sign, company A will not be able to send CPQ documents to Adobe Sign because the same email address was used when acting on behalf of company B and when company B opened their own account. However, once company A sets the administrator mode for the CPQ-Adobe Sign integration, they will be able to send CPQ documents to Adobe Sign for signing on behalf of company B.
To set the CPQ-Adobe Sign integration to work in the administrator mode, take the following steps:
Go to Setup > Providers > Adobe Sign.
Set Use Admin Mode to TRUE.
The Impersonate Email field displays.
Enter a new email address that will be visible to the signing party.
Click Save.
Every time a document is sent to Adobe Sign, regardless of the logged-in user, the document will originate from the defined email address. However, if no email address has been set up, the document will originate from the email address CPQ administrator used to create the CPQ account.
