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Setting Up Advanced Sign Settings

Admin , Salesforce , Article , New , Established , Instruction , Integration , P3

Pre-fill Tags and Signers enables you to automatically populate your documents, speeding up your your Box Sign workflows in Salesforce. Please note that the screenshots and information provided below describe your user experience within a third party application, Salesforce, as of November 9, 2023. This information is subject to change by Salesforce.

To set up, as your Salesforce Admin, in the Salesforce App Launcher, navigate to Box Sign Display Settings, choose the applicable Object, and scroll down to the following sections:

Pre-fill Tags Settings

This setting allows you to connect Salesforce data to automatically prefill Box Sign tags in a document. For example: the signer's address can be pulled from Salesforce and added to the document as a tag assigned to a Signer. 

For more information regarding tags and adding an External ID to the tag visit  here.

To set up, in the Pre-filled Signers section:

  1. In Sign Template Field ID, type a name for your template tag
  2. In Data Type, select the format. This can be text, number, or a checkbox. 
  3. In Salesforce Value: select the Salesforce field, which has the value to be pre-filled in the document. 
  4. Click “Save” on the bottom of the Box Sign Display Settings page.
  5. Click the Copy icon, to generate the tag syntax, and modify as needed.
    • An example tag syntax is “ [[t|1|id:examplename]]”. 
      • “t” sets the text format.
      • "1" denotes the Signer.
      • "examplename" associates the value you entered in the Sign Template Field ID.
  6. Paste the tag syntax to the base document, in the desired location.

To write information that Signers filled out in the pre-fill tags back to Salesforce, you can also modify the Box Sign Write Back — Opportunity Salesforce Flow template. For more information, visit here. 

Note:

  • Signer "0" indicates the sender, and is always reserved for the sender. The template tags are assigned in the order in which the email addresses are added to the contact field, and are not the same as the order of signing. For example, “s|1” can be the first or last signer depending on what you specified in the order of signing.
  • You can change the size of the text, date and signature fields by adjusting the size of the font and adding spaces.
  • The font color of the tags should be made white, so they aren't visible in the contract.

 

Pre-filled Signers Settings

pre-fill_signers.png

This setting allows you to automatically prefill your signature requests with pre-designated Signers from Salesforce. 

To do so, for each object you send sign requests from,  you must first create a Lookup field to Contacts, then refer to it in the Box Sign Display Settings. 

Create a Lookup field to Contacts

For your object, create a Lookup field to the Contact object. To do so: 

  1. In Salesforce Setup,  navigate to the object you’d like to modify in the Object Manager.
  2. Navigate to the Fields & Relationships tab in the left sidebar.
  3. Click New. 
  4. Select Lookup Relationship, then click Next.
  5. From the dropdown, select Contact, then click Next.
  6. Type in a Field Label and Field Name, then click Next. 
  7. Click  Next two times, then click Save. 

You should now see the Lookup field in your Object. Create Lookup object.gif

Note: To send the signature request to a pre-populated recipient, the field must be populated with a Contact, and the Contact must be populated with a valid email.

Set up Pre-filled Signers Section:

Once your Lookup field is created, in the Salesforce App Launcher, navigate to Box Sign Display Settings and choose the applicable Object. Then, in the Pre-filled Signers section:

  1. In the Recipient dropdown, select the Lookup field previously created.
  2. Select the Role, i.e., the action the signer completes with the document. 
  3. Select the Order of Signing, which specifies the order in which the recipient receives the document for signature.
  4. Save your changes. 

Now, when Users send a document for signature for that Object, Recipients are pre-populated with the lookup field’s value. Users can override the value if needed.

Example of populated Lookup Fields: 

Example of pre-populated Signers from the Lookup fields:

 

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