DocuSign Connect for Salesforce Guide

DocuSign Connect for Salesforce

Configuration Guide
Overview
DocuSign Connect for Salesforce is a technology that, at a basic level, enables the display of DocuSign
Envelope status in your Salesforce account. Whenever designated events happen in the lifetime of an
envelope, for example, when a recipient signs a document, the DocuSign service connects to Salesforce,
using credentials that you provide, and updates a status record. This technology can also be customized
so that it can update or insert virtually any object that you have available in Salesforce installation –
Accounts, Opportunities, Cases, Contracts, Leads, Contacts, as well as custom objects that you may have
created.

Table of Contents
Associating a DocuSign Envelope with Salesforce Objects ................................................................................................. 2
Salesforce Object Lookup ................................................................................................................................................................. 3
DocuSign Professional Standard Edition Web Client: ....................................................................................................... 3
DocuSign Professional Advanced Edition Desktop Client: .............................................................................................. 6
DocuSign Connect for Salesforce Setup ..................................................................................................................................... 7
Configure a Connection to Your Salesforce.com Account .............................................................................................. 7
Select Events & Users to Track ................................................................................................................................................... 7
Select Salesforce Object(s) ........................................................................................................................................................... 8
Configuring Your Salesforce Account...................................................................................................................................... 9
Creating Custom SecureFields .................................................................................................................................................... 9
Creating a Contract in DocuSign ............................................................................................................................................ 10
Completed: RealTime Data and Updates in Salesforce ................................................................................................. 11
For More Information ...................................................................................................................................................................... 11
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Associating a DocuSign Envelope with Salesforce Objects

The DocuSign Connect for Salesforce technology has two components:
• the Connect Engine
• DocuSign Connect QuickStart
The Connect engine is a part of the DocuSign Service and is already installed but it will need to be
configured on your account.
The DocuSign Connect QuickStart is a Salesforce AppExchange™ package that can be installed in your
Salesforce account. This package contains two custom objects that store status information for DocuSign
Envelopes and Recipients, and the associated Tabs, Reports, and Dashboards to present the data.
These two pieces work together – the Connect Engine sends the data from DocuSign to Salesforce, and
the QuickStart package displays the data on a Tab.

Data Mapping Schematic for DocuSign Connect

DocuSign Connect
DocuSign Online
for Salesforce Salesforce
Signing Service
QuickStart
Account

Opportuinty
DocuSign
Envelopes
Status
Contract

Case

Contact
DocuSign
Recipients Recipient
Status
Lead

Legend
Parent-Child Element Relationship
Status Flow

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With default installation of the QuickStart package you can associate the DocuSign Status objects with the
standard Salesforce Accounts, Opportunities, Cases, and Contracts. The rules for specifying which objects
a particular Envelope is associated with depend on which DocuSign client you are using to send the
Envelope – either DocuSign Professional Advanced Edition Desktop Client Application with Integrated
Template Matching and Intelligent Document Recognition (DSPAEDCAITMIDR) or the DocuSign
Professional Standard Edition Web Client also now with Integrated Template Matching and Intelligent
Document Recognition (DSPSEWCITMIDR) (also available for DSPAEDCAITMIDR users).

Salesforce Object Lookup

This section discusses the Salesforce object lookup for both the DocuSign Professional Standard Edition
Web Client and the DocuSign Professional Advanced Edition Desktop Client.

DocuSign Professional Standard Edition Web Client:

When a DocuSign Envelope is being prepared, the service will check to see if the user sending the
Envelope is configured for DocuSign Connect use. You can enable users in the DocuSign Connect
Configuration screen, as shown below.

Note: The Salesforce Username that is listed here determines the context for all Salesforce
operations – looking up users, accounts, opportunities, etc.

If the current user is enabled, then a series of drop-down lists are displayed on the Envelope Document
window.

These drop-down lists present the user with choices for Accounts, Opportunities, Contracts and Cases. The
drop-down lists are initially empty and choices are added to the lists based on the Recipients added to
the Envelope.
When a Recipient is added to an Envelope, several things occur. First, the service attempts to locate the
Recipient in Salesforce. If the Recipient was selected from the Salesforce address book, the service

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already knows the recipient is in Salesforce, so this step is skipped. However, if the sender just types in an
email address or selects the Recipient from a different address book, then the service searches Salesforce
to see if the Recipient is listed there. This is done by first searching the Contacts of the Salesforce account
that the Connect User is a member of. If a contact is found, the service looks up all of the Accounts,
Opportunities, Contracts and Cases associated with the contact, and then the drop-down lists are loaded
with those selections.
If the contact is not found, the service looks for a Lead that has the same email address as the Recipient.
If the Recipient is found in the Salesforce records, either as a Contact or a Lead, then the service associates
the Recipient with that Contact or Lead when the status data is pushed to Salesforce. This only happens
when you are sending from the Web product – the Desktop Client does not support this.
While the default configuration presents Accounts, Opportunities, Contracts and Cases on the Envelope
Document screen, the choices that appear can be limited by changing the DocuSign Connect
configuration. There are four special DocuSign Fields – Envelope External Account, Envelope External
Opportunity, Envelope External Contract and Envelope External Case. If any of these four fields are
present in the Connect Configuration, then the corresponding drop-down list is displayed on the
Envelope Document screen. For example, if you only choose to map the Envelope External Account field,
then only the Account drop-down list is displayed. If you also map the Envelope External Opportunity
field, then the Opportunity drop-down list appears as well. See the screenshot below.

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DocuSign Web Client Salesforce Object Association Flow

Recipient
selected from Email address
Salesforce entered
Address Book

Search for contact in

Salesforce

Search for Lead in

Found? NO
Salesforce

YES

Associate Recipient
with Contact

Found?

Add Related Accounts

to Select Box
YES

Add Related
Associate Recipient
Opportunities to Select
with Lead
Box

Add Related Contracts

to Select Box

NO

Add Related Cases to

Select Box

Return

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DocuSign Professional Advanced Edition Desktop Client:

The Desktop Client product provides a narrower range of options than the Web Client. In the Desktop
Client, if the option to use Salesforce Integration is selected, the user is prompted to enter their Salesforce
Username and Password. Once the credentials are entered, the user can create an Envelope and add
Recipients. When the Envelope is sent, the client connects to Salesforce and attempts to lookup a contact
with the same email address and, if it finds a contact, follows the same process of looking up related
Accounts, Opportunities, Contracts, and Cases. It presents a dialog with four drop-down lists and so the
sender can select which objects to associate.
The Desktop Client does not associate the Recipient to the Salesforce contact, nor does it search the Lead
records if it does not find a match in Contacts.

DocuSign Desktop Client Salesforce Object Association Flow

Email address
entered

Search for contact in

Salesforce

Found?

YES

Add Related
Opportunities to Select
Box

NO
Add Related Contracts
to Select Box

Add Related Cases to

Select Box

Return

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DocuSign Connect for Salesforce Setup

The first step to setup your DocuSign Connect for Salesforce (DSFS) is to have your DocuSign sales
representative turn on the Connect technology for your DocuSign Account. Once enabled, access your
DocuSign Connect from your DocuSign Administrator account; in the menu bar, click Preferences and
under Account Administration click Features, and then under DocuSign API click DocuSign Connect from
the list.

Configure a Connection to Your Salesforce.com Account

The first part of the setup is to notify the DocuSign Connect setup how to access your Salesforce account.
This is accomplished by obtaining the Salesforce GUID for Third-party applications, and using it, along
with your Salesforce username and password, in the DocuSign Connect Setup.
To obtain a GUID for Salesforce:
1. In the Salesforce Admin account, click the Setup link at the top of the page.
2. Under Personal Information, find and click the Reset your security token link.
3. Click Reset Security Token on the next page.

Note: This will invalidate any other tokens you may have.

4. The token (a GUID) is sent to your email.

5. Type the token into your DocuSign Connect setup screen.
If your password is mypassword and your security token is XXXXXXXXXX, you must enter
mypasswordXXXXXXXXXX in place of your password.
Note that you do not enter a security token in place of your password when logging into Salesforce
via a browser.
Once you have the Salesforce account information setup working correctly, it will accept your settings.
Otherwise the system will alert you with a notification.

Select Events & Users to Track

Select the events you wish to use as triggers for status updates. These events include envelope status
events as well as recipient activity events.

You may select any number of events. Updates to the same envelope will change the status or
information as the transaction progresses, so if you choose to get updates for sent, delivered, signed, and
you have multiple signers, data fields mapped to DSFS will be updated as the transaction progresses.

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You then must select the users in your account you wish to track. If users are not selected, their
transactions will not generate update events into DSFS.

Select Salesforce Object(s)

Configure a Salesforce Object to update using the drop‐down lists. The list auto‐populates with data from
your DSFS account. Use the insert if doesn’t exist checkbox to create a new record, if the match is not
found.

Next, select the match fields you would like to search for. In the case above, we are searching for a match
between the DSFS fields called Account Name, and the DocuSign field called Recipient Company. If
there is a match, the system will execute the update fields. As you can see, the update field is a duplicate
of the select fields so this only serves to insert a new account if one is not found. This task does not
update anything else.
The second task below uses the Contract object in Salesforce. In this case, we are using Select fields to
match on the envelope ID. Envelope IDs are unique so the first time an envelope is sent DocuSign will
create a new envelope record. Subsequently, the ID will match the envelope record and update the
values for that envelope.
The fields in the Contract object are update based on their information. In the example above, the
recipient will be mapped into the DSFS custom field current signer. The company signed date field is
updated with the recipient signed date from DocuSign. Additionally, the DSFS field called Contract
Value is updated with the DocuSign Form Field Contract Value.

Note: it is possible to have multiple rows of select items. This allows an update to happen only if
multiple conditions are true such as a match on company name and contract type or some other
value you track. These are AND, not OR functions so if they are not all true, the update will not
happen.

Things to keep in mind:

• If a DCSF Object has required fields and a new record is being created by DSFS, all of these fields
must be populated or the Object will not be inserted.

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• DSFS field types must match or the data will not be inserted. If in doubt use string. If you have
a DocuSign value that is a string, and you try to insert it into a DCSF field that is an int, it will not
update.
If a form field in DocuSign is not present, DSFS will not update that form field, but other fields will
update.

Configuring Your Salesforce Account

Because you now have the ability to generate status and other data from DocuSign into your DSFs
account, you may want to create some custom fields to capture this data.
This is done in Salesforce by going to Setup ‐> Customize ‐> Contracts ‐> Fields.
In the example below, several additional fields were created to expand our information about the
contracts being signed. It shows a number of fields we created, and the type of field it is. These will now
show up in your dropdown lists in the DocuSign Connect for Salesforce.

Creating Custom SecureFields

®
If you are planning to use SecureFields to capture information during the signing process, and map their
values into DSFS, you must create them carefully ensuring the SecureFields match the DSFS fields in the
type of data they contain. Also realize that all custom fields created by all users in your company will
appear as options in the drop-down lists in DocuSign Connect for Salesforce.

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When creating custom SecureFields, make sure they are the same TYPE as the fields you generated in
Salesforce. Refer to the DocuSign for information on creating custom SecureFields.

Note: You may use DocuSign Professional to send contracts. If you do, the field names used there
MUST have the same name and type as the fields in your account. If not, you will be unable to select
the match in your Connect view. This is a manual matching process, but is required.

Note: At this time, PowerForms fields are not supported by DocuSign Connect. Contract status
information will be updated, but the mapping of the PDF data fields is not yet supported.

Creating a Contract in DocuSign

In order to use DocuSign Connect, you must create a contract and send it for signature through a
DocuSign user account that is active in the DocuSign Connect setup. The sample contract below contains
the fields we plan to use to populate our Salesforce account. These fields are pulled from a template so
no user involvement is required to set or name them.

As you can see above, we have all the fields inserted and ready to collect data during the signing process.
These fields may contain data to begin with, or they may be populated by the signer. These fields will
populate the DSFS account once the envelope hits a status even (sent, signed, etc) in DSFS.

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Completed: RealTime Data and Updates in Salesforce

Once you have this setup, you are able to see the updates in Salesforce about 20‐30 seconds after the
events happen. You may wish to test your configuration using the DocuSign DEMO account because it
points to the Salesforce ‘sandbox’ accounts at http://test.salesforce.com.

For More Information

For more information about additional DocuSign features, go to the DocuSign Support Site at:
http://www.docusign.com/support/

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Trademark Information
Stick-eTabs, the DocuSign Service, DocuSign Web, the DocuSign logo, "The fastest way to get a signature," and
DocuSign are trademarks or registered trademarks of DocuSign, Inc. in the United States and or other countries. All
other trademarks and registered trademarks are the property of their respective holders. No part of this document
may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without
the express written permission of DocuSign, Inc. Under the law, reproducing includes translating into another
language or format. As between the parties, DocuSign, Inc. retains title to, and ownership of, all proprietary rights with
respect to the software contained within its products. The software is protected by United States copyright laws and
international treaty provision. Therefore, you must treat the software like any other copyrighted material (e.g. a book
or sound recording). Every effort has been made to ensure that the information in this manual is accurate. DocuSign,
Inc. is not responsible for printing or clerical errors. Information in this document is subject to change without notice.
Copyright © 2003-2010 DocuSign, Inc. All rights reserved.

Patent Information
Licensed under U.S. Patent 6,289,460, U.S. Patent 6,944,648, and other patents pending.

Contact Information
DocuSign Inc.
701 Fifth Avenue, Suite 4500
Seattle, Washington 98104
U.S.A.
tel 206.219.0200
fax 206.622.0736

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