RSign - Salesforce: Setup guide

The RSign integration for Salesforce allows users to send documents for eSignature directly from their Salesforce platform using the RSign system. It enables users to send envelopes to different Salesforce objects, monitor the status of sent envelopes, automatically receive signed documents in the corresponding Salesforce record, and create, share and modify templates, all within the Salesforce interface. Additionally, this integration allows to automatically prefill data from Salesforce fields into templates en route to the recipients and backfill data filled by the recipient back into Salesforce.4

 

This article covers the following topics:

• Pre-requisites
• Integration usage
• Configurations - Accounts, Users, Layouts
• Templates
• Admin Tips
• AI-in-the-Moment Training for RSign

Pre-requisites

- An RSign Customer Administrator account.
- Salesforce Administrator account.

Integration usage

Please click on the following article to read how to use the RSign service for Salesforce.

 

Installing RSign for Salesforce

1. To install the application in Developer, Sandbox or Production Salesforce org, login with your administrator account into Salesforce.com and access our AppExchange listing and click the Get it Now button. You will be required to log in with your trailblazer profile.

2. Select to install in Sandbox or Production accordingly and log in to the Salesforce instance where you want to install the application.

3. To proceed with the installation, select the checkbox to agree to the terms and conditions and the checkbox at the bottom of the screen to opt in to our communications (optional). Click on the Confirm and Install button.

4. After login, you will see the installation screen shown below. Based on requirements, you can assign RSign app visibility to admins, all users or specific profiles. After selecting the desired option, click the Install button.

5. Once the application has been installed, you need to assign Permission Sets to users. The following are steps to assign Permission Sets:
a. Go to the Setup tab and search for Permission Sets in quick find.

b. Within Permission Sets, search for the label RSign and click on it.

c. Within the RSign Label, click on the Manage Assignment button.

d. Click on the Add Assignment button.

e. Select the Salesforce users to whom you want to assign RSign to and click on the Next button.

f. Select an expiration option for the assigned user and confirm by clicking on the Assign button.

 

Configurations - Accounts, Users, Layouts 

Accounts

RSign for Salesforce adds an RSign Configuration and RSign Status tab that may be added to other views. RSign recommends adding the “RSign Status” tab to main sales or business views. The RSign Configuration tab is for end-user log-in to RSign to connect their user account prior to the first use.

 

Login Page

1. The user or you as the admin can login to RSign by using login screen with RSign credentials

2. Once logged in, you will be redirected towards an account details screen. All RSign settings tabs will be visible to only the Salesforce user whose profile is system administrator. For non-admin users all tabs will be invisible except the user administration settings and user configuration (log-in) tabs.

 

Create Account Page

The User or you as the admin can create a new RSign account using the Create Account button on the login page.
1. Fill all the required information to create the account, and accept the Terms & Conditions. After this, a new account is created. Once the account is created, you will be redirected to a login page. If the account already exists, you will get a message indicating such. Note: When registering a new user, it is imperative the right user role is selected (standard user vs. administrator).
2. After submission of all details, you will get an email containing an activation link. After clicking on the activation link and completing the process, you can login successfully. If the activation process is not complete, at the login stage, you will get an error message indicating the activation process needs to be completed.

If you’re already an RSign customer (in the RPortal), you must request your customer reference code to your RPost account manager – entering this code will connect the Salesforce application to your exising RSign customer account.

 

Account Details Page

On the Account Details tab, you can find all your information as a logged-in RSign user or admin. This includes your username, first name, last name, the type of plan you're on (individual or shared volume), the unit maximum per plan period (monthly or annually depending on your plan), the units sent per plan period, and the remaining available units per plan period.

The Modify Account Configuration button only provides the option to modify the account password.

 

Users

On the Users tab, you'll find all the company's Salesforce Org users, active RSign users, and users pending RSign approval.

All Salesforce Org Users

These are users without an RSign account or those who haven't linked it to their Salesforce user yet. As the admin or the user, you can register for an RSign account by clicking the Register User button. If you have an unlinked RSign account, use the Link User button to connect it.

Active RSign User

These users have their RSign account linked to their Salesforce user. You can deactivate them using the Deactivate User button or upgrade their plan with the Upgrade Service button.

User Pending Approval

Users awaiting linkage between their Salesforce and RSign accounts are displayed here. You can send them a reminder email to link their accounts by clicking the Remind User button.

Layouts

As the admin, you have the ability to integrate RSign features into various Salesforce layouts. These features include options like Send with RSign and Send with OneClick RSign. Furthermore, you can enhance your layouts by adding the RSign Status tab. This tab enables you to monitor all RSign activities, including accessing message delivery status data and e-sign certificates.

 

Templates

Templates can be set on an admin or user level. Within the templates tab you’ll find three sections of templates: selecting templates from the RSign account to be available in Salesforce, managing those templates, and creating OneClick™ templates with mapped pre-flll and/or back-fill data.

Select Templates

1. The list of all templates will be displayed here with all the details such as template name, template owner, created date & last modified date, to which object that template is mapped to. This information is fetched from the RSign system. It will display templates created in Salesforce.com app or templates created in the RSign web app.

2. Only the selected active templates will be available while sending from any Salesforce object detail. Activate the desired templates by clicking on the checkbox.

3. The Static Link column will display a link (if enabled when creating the template). This allows you to copy the link and paste it in a Salesforce Email template to send for e-sign. TIP:you can send email templates encrypted with the RMail for Salesforce app, and those templates can contain a static RSign link (ask your account manager for more details).

4. The Backfill Mapping column is used to configure the mapping of RSign to Salesforce objects with their fields. Backfill configurations can be deleted by using the Delete icon beside mapped object name.

 

View or Edit Backfill Mapping for Templates

Set data from recipient filled forms and documents to pre-fill or backfill from or into mapped Salesforce fields to then trigger follow-on Salesforce activities. This is a powerful feature. View or edit current mappings for a template by clicking the Backfill Mapping Click to Configure link.

 

Manage Templates

From the Manage templates tab view, create, edit & delete templates from within the Salesforce interface. A parallel view is available within the RSign web app. Learn how to create an RSign template here.

 

OneClick™ Templates

Creating OneClick™ Templates allows you to set up a template, map pre-filling of data from Salesforce fields into the template en route to the recipients, and map backfilling data that the signers fill in when signing, back into Salesforce fields. Reminder emails and other parameters can be set in the settings related to the template.

1. To create a OneClick™ template, select the OneClick Templates tab and click on the Create New button.

2. In the Template Details section, find the appropriate previously created template from the dropdown menu.

3. In the Pre-fill Mapping section, use the pull downs to map any pre-fill fields (data from Salesforce to prefill the form before sending for fill and e-sign). Add any designated recipient roles and select the order of signing.

4. In the Recipients section, add any designated recipient roles and select the order of signing.

5. In the Add Message section, choose to use the RSign Template option to use a message associated to a template or a Salesforce template. You can modify the message template for this OneClick template here and save, or modify the message before sending the document for signature.

 

Admin Tips

Add the RSign Status Tab to the Salesforce App for Users

When installing the RSign application, it provides 2 custom object tabs. The RSign Configuration tab is very useful for admins, it allows them to customize settings for all users in one place. The RSign Status tab will help users see all sent information and track the registered documents cycle, regardless of the related object.
As an admin, you can add the RSign Status tab to the app where users work in a few simple steps whether users prefer Classic or Lightning interface, the steps are the same.
1. Go to Setup and search for app manager in the quick find box and find the app you want to add the tab to, click the icon on the right side of the screen and then click Edit.

2. Go to Navigation Items, search for RSign Status and add it to the tab list on the right. Move it up or down to place it somewhere handy for users.

Create Custom Views to Filter Information

The RSign Status tab provides a comfortable way to check statuses and find information. To unlock the full power of this provided feature, you can use Custom List Views to enhance the user experience. An admin or a user can follow these instructions.

Upon installation, we provide the All view that includes our recommendations on the most important fields so we suggest you save time and clone this list.
1. Go to the RSign Status tab and open the All list view.
2. (Lightning only) By default, Salesforce will direct you to the Recently Viewed list. Each user can make others be the default by clicking the pin icon next to the list view’s name
3. Click on the gear icon and select Clone.

4. Set the name of the list you’re creating along with the List API Name and check the corresponding visibility options:
- Only I can see this list view: The view won’t be available to any other users
- All users can see this list view: The view will be available to all users, even partner and customer community users.
- Share list view with groups of users:

When ready, click on the Save button.

5. Once the view is saved, it will direct you to the new view. Click the funnel icon to add the filters you need.

6. Click on the gear icon and Select Fields to Display to add / remove fields.

 

Display Useful Columns in Related Lists

All supported standard objects will have an RSign Status Related List available. Once you add it, it’s very helpful for your users to see the most useful fields. We recommend you add the following:
- Subject
- Current Status
- Sent

To add fields to a related list:
a. Go to Setup, Object Manager and choose the Lead, Account, Contact, Opportunity or Case Object.

b. Select Page Layouts on the left column and click on the name of the page layout you want to edit.

c. Scroll down to the Related Lists part and Click on the wrench icon to access the list’s properties.
d. Select and add the desired fields and then choose the sorting criteria selecting one of the fields you added in the Sort By option. Confirm by clicking on the Ok button.

 

AI-in-the-Moment Training for RSign

If you're looking to streamline e-signature selection based on message templates, consider installing the RMail for Salesforce app. This app grants access to our AI-in-the-Moment Training feature, RMail Recommends™, which offers a unique functionality enabling you to configure rules for triggers that apply policies resulting in specific actions. For more comprehensive details, refer to the RMail for Salesforce guide.

Here's how RMail Recommends™ operates:
1. Trigger: Policies and actions can be triggered based on object contents, including:
- Field values, or
- Message template name.

2. Policy: Admins can choose to:
- Recommend that the user sends with a specific feature with a recommendation message,
- Request that the user sends with a specific feature, with the feature pre-enabled, or
- Require that the user sends with a specific feature, with the feature locked on.

3. Action: The system can perform actions such as:
- Sending encrypted emails,
- Sending registered emails with e-delivery proof,
- Initiating e-signature requests for recipient signatures.

Setting up Rules for Policy-Based Sending

1. In the Configuration tab, select the Rule option and click on the Create New Rule button.

2. Add the Rule Name, Rule Description, and select the Object that will check for the Rule.

Note: A user can create only one rule for one object. Once the rule is created for one object, then next time when user creates the rule, that object will not be visible in drop-down list of selectable objects.

3. Select options, the policy & the actions.
a. Choose to Trigger the rule based on field values or a template name.
b. Select the Policy (Recommend, Request, or Require).
c. Select the Action (Encrypt Transmission, Encrypt Message Level, Track and Prove (Send Registered Email service), Send for E-sign, Send for Encrypted E-sign).
                  i. For more detail on what these actions do, visit the RSign support center at https://support.rpost.com.

Trigger based on an Object’s Field Values

Trigger based on an Object’s Template Names

4. RMail Recommends™ policy displays in red next to the Send Registered button, alerts user before sending.