On July 26th, 2021, Box began rolling out Box Sign. Box plans to add Box Sign to business (Business / Business Plus), enterprise (Enterprise, Enterprise Suites), and Starter plans. Box will notify admins before Box Sign becomes available in their Box instance, and admins will have the opportunity to manage which users may send requests through Box Sign.
After completing the walkthrough from Installing and Configuring Box For Salesforce, you can proceed with creating the workflow buttons within your Salesforce environment.
- Box Sign features in Salesforce require the latest version of the Box for Salesforce integration.
- While Box Sign accepts various file types, currently, documents can only be sent as PDFs.
- Box Sign is currently only supported in Salesforce Lightning.
- Before your users can take advantage of Sign features in Salesforce, the Salesforce Admin must first create and add the Box Sign button.
- New and existing Users will need to re-authenticate to begin using Sign features in Salesforce.
- Users sending documents for signature for the first time or in a new browser will be asked to enable pop-ups upon clicking Preview and Send.
Currently, Box for Salesforce allows users to retrieve documents for signature that are stored under Salesforce Notes & Attachments; this allows Box Sign to work with any third-party document generators within the Salesforce ecosystem that by default store the documents under Notes & Attachments. In later updates, Box Sign will also allow a sender to select a file directly from Box.
The document sent for signature is stored in the associated Box for Salesforce folder, based on your organization's folder structure - (usually, this is: Root folder / Object / Object name).
Table of Contents
- Creating and modifying the Box Sign Button
- Adding and Displaying the Sign Button
- Building Email Templates (Optional)
Creating and modifying the Box Sign Button
- From the App Launcher, search and click Box Sign Display Settings.
- On the Box Sign Display Settings page, in the dropdown, select the Salesforce Object where you want to add the Box Sign button. You can add a Box Sign button on multiple Objects with different settings.
- Once you’ve selected an Object, choose the options you wish to make visible for your end users.
Below are the following settings you can toggle for your end users:
Choose from the following the options you wish to make visible for your end users:
- Show Sender in Recipient Options: Checking this box means the sender creating the Sign document is able to see and change their settings. If the sender's role is always "Only receive a copy" then this can be disabled.
- Show Auto Reminders: Allows senders to enable automatic reminders for signees.
- Set Auto Reminder On: By default, enables auto-reminders for all documents sent via Salesforce.
These settings allow you to customize the email notification a sender receives:
- Show from Sender: Displays the sender's name and email address in the sender UI.
- Show Email Template Option: Allows senders to select predefined Email Templates that you can create. See Building Email Templates to learn more.
- Show Email Subject: Allows senders to customize the email subject.
- Email Subject text: Fill in this box with text to pre-fill the Email Subject; the sender can edit the text box while sending the request for signature in case the Show Email Subject is activated.
- Show Email Message: Allows senders to customize the email body.
- Email Body Text: Fill in this box with text that to pre-fill the Email Body, the user can edit the text box while sending the request for signature.
Pre-fill Signers Settings (Optional)
In the "Send Box Sign" button, you can predefine the signers. You can define the order of signing and the role of the signer.
The following are settings you can modify:
- Recipient: The name of the individual receiving the sign request.
- To add selection options to this dropdown list, you'll need to create a lookup relationship for the specific Object.
- Role: The action the signer completes with the document.
- Order of Signing: The order that the sign request will be received.
Pre-fill Tags Settings (Optional)
This setting allows you to connect Salesforce data to automatically prefill a document. For example: the signer's name from within Salesforce can be added to the document that needs a signature. For more information regarding tags and adding an External ID to the tag visit here.
- Sign Template Field ID: The ID or name given to a template tag in the document.
- Data Type: Clarifies if data input is text, numbers, or a checkbox, etc. Currently, only text is supported.
- Salesforce Value: The value within Salesforce that is pre-filled in the document on the location of the template tag that has the ID defined in the previous step.
Once you’ve toggled the best settings for your end users, click “Save” on the bottom of the settings page. Review the new settings by clicking the “Send Box Sign” button. If needed, you can change the user interface settings based on feedback from your users.
Adding and Displaying the Sign Button to Objects
Once you’ve created the Box Sign button, you need to add them to your applicable Object page(s).
- Navigate to Setup by clicking on the gear icon in the top-right hand corner of your Salesforce instance.
- Navigate to Object Manager from the left-hand navigation, nested under Objects.
- Select the Object(s) where you want to add the Box Sign button.
- Go to Buttons, Links, and Actions in the left-hand side-bar.
- Click New Action from the upper right corner.
- In the Action Type dropdown, select Lightning Component.
- In the Lightning Component dropdown, select “box: ObjectBoxSign”.
- In the Label Field, type in the name you want to call your Button (example: “Send Box Sign”)
- Optionally, edit the pre-populated Name Field (without spaces).
- Optionally, change the Icon to a different logo.
- Once you are complete, click Save.
Once you’ve added the Sign button to the applicable Object(s), next you need to edit the pages where you wish to add the Box Sign button.
- From Salesforce Object Manager, in the applicable Object(s), navigate to Page Layouts.
- Select the applicable Page Layout.
- Select Mobile and Lightning Actions.
- From the palette, find the Box Sign button you have created, and drag it down to the desired position in Salesforce Mobile and Lightning Experience Actions.
- Select Related Lists.
- From the palette, drag down the automatically generated Box Signs related list to the desired position in the Related Lists section on your Object.
- Once you are complete, click Save.
- Test the button to review selected changes.
If you want to change settings for the button, you can go back to the “Box Sign Display Settings” and select the Object you want to change.
Building Email Templates (Optional)
Set up default email messages within Salesforce that your users can easily select.
To create custom email templates:
- Open Classic Email Templates from the Setup Page.
- Create a folder and name it "Boxsign". (Only email templates in the "Boxsign" folder will be shown when sending a document for signature)
- Click New Template.
- Select from the following options to modify:
- Available For Use: If unchecked, the template will not be shown to senders.
- Email Template Name: Specify a descriptive name that is understandable by your senders. (e.g.: "Sales Order Email Template")
- Template Unique Name: This field is auto-generated by Salesforce.
- Encoding: Select "Unicode (UTF-8)". (chosen by default)
- Description: Optionally, add a description.
- Subject: Enter text that will pre-fill the email subject for the sender; the sender can edit this when sending the request.
- Email Body: Enter text that will pre-fill the email body for the sender; the sender can edit this when sending the request.
- Click Save to save changes.
- If you're creating multiple templates, click "Save & New".
Now your users can start using Box Sign in Salesforce.